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Location: Cairo, Egypt
Job Purpose:
To deliver administrative support services to the Line Maintenance teams, primarily HR related matters, the application and monitoring of function-related ECAA licenses and expiries and the maintaining of respective files and records.
To deliver administrative support to the Outstations Maintenance teams, primarily in: the manpower allocation, the application and monitoring of function-related ECAA licenses and expiries, training activities, and the maintaining of respective files and records
Decision Making Parameters
The job holder handles his/her duties within the framework of responsibilities and boundaries identified with this role and in accordance with standard practices.
Consults with Manager Maintenance on any non-routine action prior to executing; all duties shall be performed thru proper channel and in compliance with regulations and adopted policies and procedures.
Key Result Responsibilities
Handles the day-to-day administrative activities of the Line Maintenance teams and outstations this includes but not limited to communication, rostering, attendance, reports, training coordination, procurement, bills and payment, security passes, filing, mail, etc.
Coordinates department and teams’ meetings as and when needed; prepares agenda, communication, and minutes of meeting and circulates accordingly.
Maintains an accurate database for all the Line Maintenance teams and Outstations maintenance teams by updating records and documents regularly;
ensures that the roster and manpower allocation across the shifts is scheduled in a cost effective manner and communicated to concerned parties as per ECAA regulations.
Coordinates with Maintenance Manager and HR Department, on monthly basis, to finalize the time sheets and overtime calculations for corresponding staff as per the records extracted from attendance control system, and as per Air Arabia Egypt policies and procedures.
Coordinates with the Training Manager on accommodating Line Maintenance staff in the corresponding agreed training whilst managing all related arrangements such as nomination, scheduling, communication, reservations, travel, payments, certificates, records, etc.
Facilitates the timely issuance/renewal of security passes needed to carry out the work in the different Line Maintenance Stations, For the suppliers, vendors, fire alarm team, and visitors as per ECAA approved measures.
Issues clearance for approval to LMM on all invoices received from Service Providers on monthly basis; tracks technical log pages and coordinates with Vendors and MCC to confirm job orders. Coordinates with the Air Arabia outstations Finance team for related matters
Monitors the SGHA agreements and contracts; liaises with legal and contract department on new and renewed SGHA as perapproved standards.
Manages the corresponding procurement and purchase requests and inventory in a cost-effective manner ensuring all needed material are ordered, purchased, received and stored as per Company’s adopted procedures and in coordination with the Procurement Department.
Ensures the readiness of staff uniforms and necessary daily used safety tools such as helmets and airport safety vests.
Coordinates the process of purchasing, delivering, distributing, storage and handover of the uniforms and safety tools focusing on efficiency in utilization and in identifying eligibility and criticality.
Generates function-related reports and statistical sheets and records when and as required, such as performance reports, attendance reports, accidents reports, injury reports, AOG reports, cost control reports, etc.
Working Relationships/Communication
Internal:
All Departments and employees as needed.
External:
All Hubs
Third Party Customers
Vendors, Suppliers
Outstations
Qualifications (Academic, training, languages)
Bachelor’s degree in Management/Administration or equivalent is preferred.
Higher Diploma in Office Management/Secretarial Skills from a recognized institution is acceptable.
Proficient in Microsoft Office, Internet and Web Search.
Fluent in English Language.
Work Experience,
2+ years of experience in an administrative role in any industry; experience with airlines is an advantage.
Effective team player with experience in an administrative/coordinator role supporting teams.
Very good exposure and relative experience in handling rosters and shift-pattern manpower allocation.
Very good communication skills (verbal, written) expressed in high level of accuracy.
Proven skills in working with data and resources in a cost-effective manner.
Possesses very good organizing and time management skills.
Good problem solving and decision making skills.
Dependable, self-initiative, takes ownership, and displays energy and enthusiasm.
Multi-task oriented with high attention to both results and details.
Capable of working hard and under pressure.
Demonstrates the ability to contribute and successfully deliver against business strategy and set KPIs.
Competencies
Adaptability & Flexibility
Effective Communication.
Attention to Quality & Detail
Takes Ownership & Accountability
Teamwork & Collaboration
Key Performance Indicators
100% Adherence to ECAA regulations, company policies and procedures
Optimum utilization of manpower in roster preparation and implementation
Cost effective inventory management (uniforms, stationery, beverages, safety tools, materials etc.)
Effective handling of staff and customer queries; Quality of solutions offered to resolve issues
Accurate Overtime records updated in the system as per policy; Approvals obtained within required payroll deadlines
All arrangements are fulfilled in timely manner for staff to attend agreed trainings
100% Adherence to Company’s procurement and storage procedures
Accurate & Timely reports generated and database/ records maintained
Interested?
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