OCC Administrative Officer

The purpose of this document is to describe the position of OCC Admin Officer in the Keolis-MHI organization. The missions and activities described below are not exhaustive and may evolve to better suit the needs of Keolis-MHI.

This role reports to the OCC Operations Manager and give administrative assistance to the Operations Control Centre operations of Dubai Metro.

MAIN RESPONSIBILITIES

Strategic
1. Responsible for providing administrative support to OCC Operations Manager including diary management, official letters, emails, reports, trackers, minutes of meetings and maintenance of action registers.

2. Responsible in scheduling meetings and coordination with the other Operations Section Administrators to ensure an efficient level of general office support activities including filing system, diary keeping, stationery and meeting rooms management.

Financial

Manage the petty cash and reimbursement claims of the OCC Operations team under the supervision of the OCC Operations Manager.

Stakeholder / Customer

Liaise with the contractor about the invoices and other document requirements.

Operational

1. Assist the OCC Operations Manager in chasing up returns and inputs to reports.

2. Responsible for maintaining and organizing Operations Daily Review Meeting, update and finalize the reports and submit to RTA. Ensure Action Log is always updated.

3. Organize the Monthly OCC Meet the Manager taking down the minutes and update the Action Logs.

4. Main point of contact for the orderliness of the Operations Control Centre files (procedures, work instructions, forms, notices, letters) in the shared drive/Q-pulse etc as well as archiving the files in the shared drive.

5. Responsible for preparing Document Change request for update on Operations Work Instructions, Procedures, Forms and Manual, keep track of documents in review, prepare the Briefing Note and submit the final copy to Document Controller.

6. Responsible for issuing Weekly Traffic Notice and Operations Bulletin to all the relevant staff and ensuring that all details are up to date and applied.

7. Responsible for updating monthly Headcount of Operations Control Centre.

8. Assist Operations Control Centre in complying with documentary requirements, process requests by acquiring proper signatures and submit to relevant parties.

9. Perform and carry out other duties as instructed/directed by OCC Operations Manager

Capability / People

1. Possess excellent customer service skills.
2. Always maintain a professional demeanour.
3. Ability to liaise in a professional and persuasive manner with staff/customers at all levels on the base.
4. Good interpersonal skills.
5. A lively, energetic and strong personality a practical “can-do” attitude.

MINIMUM QUALIFICATION

Educational and Professional Qualifications

High school degree or Diploma holder or relevant professional qualifications.

Experience 

1. Excellent level of English comprehension, spoken and writing skills and in numeracy skills required to take minutes, prepare, edit, proofread letters, reports, etc.
2. Excellent communication and influencing skills.
3. Familiar and excellent in using Microsoft 365.
4. Highly organised and methodical in approach to work.
5. Motivated and flexible to work in a time-sensitive environment to respond quickly and effectively to unanticipated high workloads, events and emergencies.
6. Ability to liaise in a professional and persuasive manner with staff at all levels in the organization.
7. A dynamic, high-energy individual who can support several groups/sections within a department.
8. A mature and responsible approach to work and use initiative to solve problems and be able to liaise in a professional and persuasive manner with staff at all levels in the organisation.
9. Strong organisational skills, detail oriented, and the ability to handle multiple priorities.
10. Ability to maintain confidentiality in handling highly sensitive, confidential and non-routine information.
11. Arabic speaker is an advantage.

Skills /Training

• Fluent in English.
• Q-Pulse.
• Microsoft 365 (Outlook, Word, Excel, Power Point, Dynamics 365, etc.