Job Description

Job Purpose

To deliver administrative support to the line maintenance teams, primarily in: the manpower allocation, the application and monitoring of function-related GCAA licenses and expiries, and the maintaining of respective files and records.

Key Result Responsibilities

• Handles the day-to-day administrative activities of the G9 Line Maintenance team, this includes but not limited to communication, manpower allocation, procurement, rostering, time sheets, attendance, reports, training coordination, payments, issuing/renewing licenses, 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 team ensuring records are regularly updated for all.
• Ensures that the roster and manpower allocation across the shift is as per GCAA regulations and is scheduled in a cost effective manner and properly communicated to concerned parties.
• Coordinates with Line Shift Managers, Maintenance Manager - Line & Outstations and HR Department, on monthly basis, to finalize the time sheets and overtime calculations for all G9 Line Maintenance staff as per the records extracted from attendance control system, and as per Air Arabia policies and procedures.
• Manages the procurement and purchases 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.

Key Result Responsibilities - Continued

• 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 focussing on efficiency in utilization and in identifying eligibility and criticality.
• Coordinates with the Training Manager on accommodating G9 Line Maintenance staff in the corresponding agreed training whilst managing all related arrangements such as nomination, scheduling, communication, reservations, travel, payments, certificates, records, etc.
• Coordinates with other Air Arabia departments and cross-functional teams such as Quality Assurance, Safety, MCC, Scheduling, IT, Legal and Finance on function-related matters as and when required.
• Supports the Outstations coordinator in all activities related to handling the Outstations Maintenance such as communication, manpower allocation, etc. to ensure smooth work-flow.
• 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, etc.
• Handles the administrative relations with the Third Party companies, vendors, and suppliers; this includes, contracts, processing payments, meetings, communication, etc.

Qualifications (Academic, training, languages)

• Bachelor’s degree in Management/Administration or equivalent is preferred.
• A higher Diploma in Office Management/Secretarial Skills from a recognized institution is acceptable.
• Proficient in Microsoft Office, Internet and Web Search.
• Fluent in the English Language.

Work Experience

• 2+ years of experience in an administrative role dealing with staff matters and contracts in any industry.
• An aviation background is preferred and technical knowledge would be an advantage; low cost airline experience is a plus.
• Effective team player with experience in an administrative/coordinator role supporting teams.
• Very good exposure and reasonable experience in handling rosters and shift-pattern manpower allocation.
• Proven skills in working with data and resources in a cost-effective manner.
• Applies judgment in assessing matters combined with good problem-solving and decision-making skills.
• Dependable, self-initiative, take ownership and displays energy and enthusiasm.
• Multi-task oriented with high attention to both results and details.
• Capable of using technical skills and interpersonal relations to support the company’s objectives.
• Capable of working hard and under pressure.

Skills Required

• Communication
• Microsoft Office
• Line Maintenance