Job detail

Job description

This vacancy is with our client, leading Petrochemical Company undertaking projects in oil & gas sector.

Basic Function:
Supervises a variety of general services for the Company¿s Head Office and employees housing. Includes location, negotiating and arranging housing (villas and apartments) for all categories of Head office employees, coordinating maintenance services for both office and housing units, directing the provision of office services such as mail, messenger, receptionist, cleaning and transportation services, controlling office stationery, supplies, furniture and equipment¿s, directing all safety and security matters, coordinates with ADNOC for the telephones of both Head Office and Ruwais Telecommunications. Maintaining safe, hygienic and serviceable housing, office facilities and amenities in Abu Dhabi office to meet the company¿s standards and objectives.

Duties Performed:
¿ Participates in administering in company¿s housing programme for all categories of staff working at the Head office. Liaises with various landlords to identify suitable villas/apartments, negotiates rents and lease terms and conditions, prepares houses for occupancy by arranging safety inspections of premises, arranging cleaning, telephone and utilities with local authorities, showing units to prospective tenants, arranging furniture got Total Secondees and ensuring personally that units are ready for occupancy per company standards
¿ Coordinates the provision of housing and office maintenance. Includes receiving formal work requests for electrical, plumbing, structural etc, problems, assigning officer to arrange or personally contacts pre-identifies contractors or landlords if they are responsible for such repairs and ensures work is accomplished to company standards. Also handles pest control complaints and arranges for exterminator services. Receives invoices for these various maintenance services and signs off as suitable for payment (within signatory authority)
¿ Participates in the provision of office services for the Head office. Includes ensuring the proper cleaning and unkeep of office premises by contractor cleaners on a daily basis, directing mai;, messenger and receptionist services, the sanitary provision of refreshments ( coffee, tea) the cost effective procurement, stocking and issue of office stationery and supplies and the control and maintenance of office furniture and equipment except PCs/Data processing equipment
¿ Ensures the proper safety and security provisions for the office and housing units. Prepares and updates the company¿s safety manual, prepares safety and security procedures, liaises with ADNOC on these matters, carries out safety and civil defence drills and sets up with Management¿s approval proper rules and practices to protect personnel and company premises/assets. Carries our regular surveillance to ensure these rules and practices are being observed.
¿ Preparing annual budgets and for the wide variety of general services. Analyses any budget variances and offers explanations and remedial actions.
¿ Ensures the availability of company transportation and drivers for the office and that proper/ regular vehicle maintenance is carried out. Issues petrol coupons to authorized personnel and control utilization of vehicles by means of a log book.
¿ Maintains harmonious relationships with a variety of external parties, such as landlords, telephone and utility staff, ADNOC and other group company concerned staff, stationery/furniture vendors etc
¿ Maintains a current general knowledge of commercial availability and process for housing, services, goods, furniture and other items that the company regularly buys, to ensure that cost effective procurements for goods and services are made on a continuing basis, whilst, maintaining acceptable standards
¿ Receives and checks invoices from contractors for payment by Finance, allocates job numbers; obtains required approval and passes to Finance for payment
¿ Receives water and electricity bills for accommodation and office, checks the amount to be paid on each invoice, allocates job numbers, obtains approval and passes to Finance for payment. Collects cheques from Finance, delivers to W&E department cashier, collects receipt and forwards to Finance
¿ Participates in preparing various service orders for contractors for major works such as conversion jobs, rehabilitation works etc and follows up with the performance of such activities
¿ Prepares standard inventory list of furniture in company accommodation for secondees and trainees to be signed by them on occupation and checks all items at the times of vacating the accommodation
¿ Handles petty cash purchases relating to materials purchased for office building use, receives all petty cash bills, checks and reimburses
¿ Prepares contracts in Arabic and English for leased accommodation units
¿ Arranges transport and labourers for shifting furniture and personal effects of occupants while transferring from one place to another, including supervision. Prepares monthly return for labourers hired
¿ Liaises with Ruwais Plant to coordinate various services, such as bus transportation, purchase of stationery and supplies, telecommunication radio renewals, ITS fuel coupon, repair of company cars and also safety in emergency
¿ Ensures that work under his control is conducted in a safe and environmentally sound manner and that employees under his supervision are adequately trained and fully aware of the company¿s health, safety and environmental policy and practices as well as any potential hazards pertaining to their place or work. Reports all accidents and hazardous conditions pertaining to Head Office and Residences
¿ Performs other similar or related duties such as coordinating local transportation services in Abu Dhabi city and the daily bus srvices to Ruwais for mail, supplies and requesting space for passengers as necessary, keeping abreast as assignes with current prices/vendors in the local market, for goods and services used at the office or housing, controlling the issue of petrol coupons for the company vehicles etc
¿ Complies to Company HSE Management system and promotes awareness to achieve company HSE objectives
¿ Enforces HSE rules to prevent or correct unsafe conditions at workplace

Work Contacts:
Has regular contacts up to Section Head level and frequently with senior management in arranging/coordinating general services. Has a wide variety of external contacts with landlords, telephone and utility officials, vendors, ADNOC etc to arrange, coordinate or negotiate services for the company and its employees

Latitude:
Reports to Administration Services Section Head

Carries out responsibilities within the frameworks of establishes policies and procedures. Keeps supervisor advised of work progress and his cost effective procurements can realize considerable savings for the company on a regular basis. Completes assignments are spot checked.

Minimum Requirements:
¿ B.A in Business Administration or equivalent
¿ Minimum 5 years¿ experience in general services administration
¿ Good knowledge of English and knowledge of Arabic preferred
¿ Valid UAE driving license

Work Location: Ruwais, Abu Dhabi