Admin and Logistics Co-Ordinator

Job Description

The Admin and Logistics Officer will be responsible for overseeing and managing the day-to-day logistical operations from Abu Dhabi to DAS Island and back, with a focus on coordinating flights, handling bookings, and ensuring the efficient mobilization of manpower. The role involves managing travel schedules, maintaining effective communication with various stakeholders, and supporting operational needs in a dynamic and fast-paced environment.

Key Responsibilities

1. Flight Coordination and Booking
   1. Manage flight schedules and ensure timely booking of flights to and from DAS Island.
   2. Coordinate with ADNOC focal person and other service providers to ensure smooth and timely flight arrangements.
   3. Confirm and track flight reservations, making adjustments as needed due to changes in schedules or unforeseen circumstances.
   4. Monitor flight availability, cancellations, delays, and communicate with staff regarding any travel-related issues.
   5. Prepare and maintain records of all site mobilization and de-mobilization for tracking and reporting purposes.
2. Manpower Mobilization
   1. Coordinate the transportation of personnel to and from DAS Island as per operational requirements.
   2. Ensure that all necessary documents (OPTIMA, Flight reservation requests, Mess Request, Accommodation requests) are prepared and provided to ADNOC Focal person well in advance to ensure timely mobilization.
   3. Ensure that all logistics for team rotations, work shifts, and site operations are seamlessly coordinated.
3. Logistics Support and Administrative Duties
   1. Maintain records of all logistical activities, including manpower schedules, travel arrangements, and transportation resources.
   2. Track inventory and manage supplies required for smooth operations on DAS Island.
   3. Organize accommodation, catering, and other support services for staff and visitors.
   4. Prepare reports on logistics, including cost tracking, utilization of resources, and operational efficiency.
   5. Liaise with contractors, vendors, and other third parties to ensure all logistics operations are carried out in compliance with company policies and industry standards.
4. Safety and Compliance
   1. Ensure that all logistical operations, including flight arrangements and personnel transportation, comply with health, safety, and environmental regulations.
   2. Stay up to date on relevant regulations and best practices related to aviation, travel, and personnel mobilization.
   3. Ensure the proper handling of emergency travel requirements or unforeseen logistical challenges.

Qualifications

1. Bachelor's degree in logistics, business administration, or a related field.
2. Minimum of 2-3 years of experience in logistics, travel coordination, or administration.
3. Experience in ADNOC Offshore and Island based projects.
4. Experience in organizing flights, travel bookings, and coordinating manpower movements.
5. Knowledge of relevant software tools for booking, scheduling, and communication.
6. Strong organizational and time-management skills.
7. Ability to work under pressure and handle multiple tasks simultaneously.
8. Excellent verbal and written communication skills.
9. Strong attention to detail and problem-solving capabilities.
10. Knowledge of health and safety standards in the logistics and transportation sectors is a plus.

Additional Information

Based on either Abu Dhabi or DAS Island (or a similar remote location), with occasional travel to the mainland or other operational sites. Flexibility and adaptability are required to manage unexpected challenges in a dynamic and fast-paced environment.