Security and Stakeholder Administrator

This role reports to the Head of Security and Stakeholder and give administrative assistance to the Security and Stakeholder Department

KEY RESPONSIBILITIES

Strategic

• Act as Security and Stakeholder Relations Department first point of contact with people from both inside and outside the organization.
• Perform and carry out duties as instructed/ directed by the Head of Security and Stakeholder Relations.
• Keep track of Security and Stakeholder Relations staff records including contact details and emergency contact details.

Financial

• Manage the petty cash of the Security team under the supervision of the Security managers.

Stakeholder / Customer

• Issuing the staff depot car pass of Dubai Metro and Tram to New Joiners, Existing employee, Contractor/Third Parties and etc.
• Responsible in scheduling meetings, taking minutes of the meeting and ensure that action register is always updated and TOR is in place including:
  ● ESIG Meeting.
  ● Multimodal Meeting.
  ● Rail Agency Security Committee Meeting
  ● KM Security Meeting with FSG-Security
  ● Any other required meetings within the department.
• Responsible for maintaining records of all documents received from the Training Department.
• To act as the Aconex Administrator for Stakeholder Relations and Security Department:
  ● Monitoring correspondence.
  ● Assisting in drafting responses.
• Liaise with the contractor about the invoices and other document requirement.

Operational

• The Security and Stakeholder Administrator will be responsible for providing administrative and clerical support to the Security and Stakeholder Relations Team.
• Managing the calendar of the Security and Stakeholder Relations Team.
• Registering of associated details in the appropriate database(s).
• Co-ordinate with all concerned parties to ensure an efficient level of general office support activities – e.g. filing, diary keeping, stationery, meeting rooms management, procurement requisitions.
• Assist the Security and Stakeholder Relations Department in complying with documentary requirements, process requests by acquiring proper signature and submit relevant parties.
• Responsible for monitoring attendance, overtime, annual leave and sick leaves
• Facilitating the request of the Security and Stakeholder Team liaise with the contact person (work related to IT, procurement, facilities and cleaning, document review, etc.)
• Gathering the information about the challenges in security perspective from the Security and Stakeholder managers to prepare the meeting material of the Bi-weekly meeting
• Providing the security incidents related to unauthorised access and unsecured restricted area to Performance and Planning Team.
• To perform as Dynamics 365 user:
  ● Raising purchase requisition.
  ● Generate Accrual reports.
  ● Process reimbursement via Claim forms.
• To perform as Q-pulse user.
  ● Preparation of the draft, Document Change request form and Briefing Note form.
  ● Communicate with the reviewer to check and confirm the changes of the details..
• Compiling the Executive Monthly reports with the details provided by the Security Team and Tram Management Team.
• Coordinate with IT department about issues related to IT Programs and system.
• Sub-admin to Sharedrive folders of the Security and Stakeholder team.
• Ensure compliance with the Keolis-MHI Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards.
• Ensure compliance with all training requirements of Keolis-MHI and ensure adherence to these requirements at all times whilst in employment.
• Perform other duties as required by the Head of Security and Stakeholder Relations or/and Chief Operation Officer.

Capability /People

• Coordinates company events including team building, away day, annual event, briefings/presentations to make sure it runs smoothly and successfully.
• To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference Keolis-MHI organisational HSE responsibilities.

MINIMUM QUALIFCATIONS