Specialist - General Administration

Role Overview

Specialist - General Administration with the General Civil Aviation Authority (GCAA).

Role Purpose

To plan and execute day-to-day general administration activities that support GCAA operations, manage office facilities and staff relocations, coordinate visas and vehicle logistics, oversee travel and events arrangements, maintain budget oversight, and ensure compliance with health, safety, and environmental standards.

Key Responsibilities

Office and Facilities Management

• Plan day-to-day activities to arrange, organize, and control various aspects of general administration to effectively meet GCAA needs.
• Allocate necessary offices and spaces as required.
• Support organizational staff with relocation procedures.

Financial Administration

• Manage administration expenses and petty cash.
• Coordinate with finance for proper reimbursement according to GCAA policies and procedures.
• Contribute to preparation and recommendation of the administration budget.
• Monitor the administration's financial performance versus budget to ensure the manager is aware of anticipated costs and revenues.
• Identify areas of unsatisfactory financial performance.

Communications and Correspondence

• Undertake proper procedures to control GCAA incoming and outgoing correspondences and communications, including inbound and outbound telephone, faxes, general post, and emails.

Visa Coordination

• Coordinate visa procedures at all stages to ensure timely issuance or cancellation.
• Ensure effective and timely liaison with Public Relations Officers in Abu Dhabi and Dubai in compliance with HR and Finance policies and to meet business requirements.

Vehicle Administration

• Coordinate administration and activities relating to driver schedules and GCAA vehicles.
• Manage vehicle registration, renewals, insurance, allocation, and maintenance.
• Oversee accident reporting, traffic violations, transport requests, and vehicle allowances.

Events and Travel Management

• Coordinate, process reservations, and monitor all travel and hotel booking requirements within the UAE.
• Arrange travel for joining employees, visitors, and official missions.

Audit Support

• Support the administration of activities by external entities upon request.
• Prepare necessary documents and communicate as required.

Reporting

• Ensure all functional reports are prepared timely and accurately.
• Meet GCAA requirements and quality standards.

Health, Safety, and Environment

• Ensure compliance with all relevant health, safety, quality, and environmental management procedures and controls.
• Guarantee employee safety and legislative compliance.
• Deliver high-quality products and services.
• Maintain a responsible environmental attitude according to IMS available standards.

Additional Duties

• Perform additional tasks relevant to the role and area of expertise as requested by management to achieve organizational objectives and commitments.