Bait Al Gahwa Production and Operations Management Unit Head / / DCT

Bait Al Gahwa Production and Operations Management Unit Head

Role Purpose

To plan, manage, and execute the procurement, operations and logistics needed to ensure the delivery of Bait Al Gahwa related projects and operations at best possible quality standards, and to budget, while keeping the main messaging and key learning outcomes of Bait Al Gahwa intact.

Key Responsibilities

Key Accountabilities Contract and Procurement Management:

• Develop and implement procurement and contract frameworks tailored specifically to Bait Al Gahwa ensuring effective and budget-optimized solutions for delivering heritage-based projects and events.
• Translate the cultural and educational aspects of the Bait Al Gahwa into procurement strategies, workflows, and project timelines that align with the traditional practices of Gahwa making.
• Collaborate closely with the programming team to ensure the procurement processes align with the content and programming requirements, ensuring a seamless integration of cultural integrity and creative vision in all projects.
• Oversee the preparation and management of (SOW) and (BOQ) for Bait Al Gahwa-focused projects, ensuring completion to the highest standards and within established timelines.
• Lead supplier briefings, technical evaluations, and tender processes, ensuring all partners and vendors align with the cultural and heritage values of Bait Al Gahwa, following UNESCO's standards for Gahwa traditions.
• Negotiate contracts and commercial terms on behalf of Bait Al Gahwa, ensuring the best interests of the organization while maintaining the cultural integrity and quality expected from the initiative.
• Perform detailed cost and quality evaluations of commercial proposals, ensuring value for money without compromising the authenticity of the cultural practices involved.
• Lead and manage change control processes in collaboration with Programming teams, ensuring adjustments to budgets and scope are effectively managed while maintaining cultural authenticity.
• Oversee other contracts related to the execution of Bait Al Gahwa related projects and operations that promote and protect Emirati heritage and traditional practices.

Events and Project Management:

• Lead the planning, coordination, and execution of events and training programs aligned with Bait Al Gahwa's objectives to safeguard and promote traditional Emirati practices.
• Work collaboratively with the programming teams to ensure that event and training programs align with the creative vision and content development of Bait Al Gahwa.
• Ensure all design elements and operational plans (such as the layout of the Majlis and coffee-making stations) meet required heritage standards and are approved by the programming team.
• Oversee the timely acquisition of all necessary licenses, security clearances, invitations, and speaker contracts to ensure smooth and compliant execution.
• Manage technical production and logistics, ensuring that the heritage Gahwa making process is demonstrated accurately and authentically, respecting traditional methods.
• Supervise contractors and suppliers to ensure delivery is in line with Bait Al Gahwa's high standards, ensuring every component of the events reflects the cultural values and practices associated with the initiative.
• Conduct on-the-ground spot checks and manage event operations during festivals, exhibitions, and training sessions, ensuring smooth operations and adherence to heritage standards.
• Approve operational plans, including schedules, call sheets, and other essential event details, to guarantee seamless coordination and delivery.

Logistics Management:

• Develop and implement logistics plans that support the smooth execution of Bait Al Gahwa's programs and events, ensuring all travel, accommodation, and event requirements are efficiently managed.
• Plan and manage all transportation and logistical needs for event participants, trainers, and other stakeholders to ensure they are met with the highest level of care and organization.
• Advise on the most effective logistical models to support the delivery of cultural events, ensuring they respect traditional practices while optimizing operational efficiency.
• Collaborate with programming teams to ensure logistical elements are aligned with the content and program designs, optimizing the operational flow and enhancing participant experiences.
• Ensure all public health, safety, and environmental controls are adhered to, with special attention given to the preservation of cultural elements and community safety.
• Prepare contingency plans for unexpected disruptions, ensuring the continuity of events under any circumstances while protecting the cultural integrity of the initiative.

Reporting and Analysis:

• Develop and maintain tracking systems for event operations, logistics, and project deliverables, identifying potential risks or delays early on and ensuring corrective actions are taken to stay on track.
• Provide quarterly reports identifying opportunities for optimizing operational efficiencies and enhancing the quality of Bait Al Gahwa's programs.
• Contribute to closing reports, offering insights and documentation on the success of the initiative.
• Assist in preparing annual reports for external stakeholders, highlighting Bait Al Gahwa's contributions to the preservation and promotion of Emirati heritage and cultural practices.
• Work closely with the programming teams to ensure that data and feedback from events and programs are incorporated into reports, helping to refine and improve future programming and planning.

Cross-Departmental Coordination:

• Collaborate with the Programming team and other departments to maintain accurate project trackers, ensuring full transparency and alignment across all operational activities.
• Ensure clear communication of updates, changes, and key decisions to all relevant team members, preserving operational cohesion and cultural focus.
• Coordinate with the Programming teams to ensure that all program elements, including content, activities, and events, are fully integrated into the operational framework and are executed effectively.

Organizational Efficiency:

• Optimize operational budgets while maintaining the integrity and authenticity of Bait Al Gahwa's cultural programs, ensuring resources are used responsibly to achieve maximum impact.
• Develop and manage detailed operational plans, including setting performance targets, KPIs, and budget allocations, ensuring alignment with the overarching goals of safeguarding cultural heritage.
• Collaborate with the Programming team to ensure that operational plans align with the creative and content strategies of the initiative.

Day-to-Day Operations:

• Lead and manage the operational team, ensuring tasks are assigned effectively and performance objectives are met in accordance with the mission to preserve and promote Emirati traditions.
• Stay updated on the latest advancements in event management, heritage preservation, and cultural programming, bringing new ideas and tools to Bait Al Gahwa's operations to enhance its initiatives.
• Work alongside the Programming team to ensure all aspects of the day-to-day operations, including content delivery and program execution, are aligned and effectively managed.

HSE:

• Adhere to the DCT Occupational Safety and health policy, regulations, and laws, and provide help to the Corporate EHS in executing the OSHMS.
• Report any incidents, near misses, occupational illnesses, unsafe practices, and conditions immediately to the concerned person and participate in the investigation of OSH incidents, as required.

Qualifications

• Bachelor's or Masters degree in Business Administration, Cultural Studies, or equivalent.

Experience

• 8+ years in Events and Operations Management of large scale Cultural Events / Productions
• 10+ years in productions in general
• At least 6-8 years of experience in project management, business development, relationship management, and culture engagement.
• Preferably, with strong understanding of the cultural landscape at local, regional, and international levels.

Skills

• Language: Full professional English and Arabic proficiency both in speaking and writing
• Skilled in MS Office (PowerPoint, Word, and Excel)
• Excellent leadership and managerial skills: the ability to manage teams and multi-projects.
• Strong knowledge and track record of achievements in the tourism sector is preferable.
• In-depth and thought leadership.
• Visionary, emotionally intelligent leader with a proven track record of achievements that contributed to improving competitiveness of the tourism sector in a specific region/area with a similar context to Abu Dhabi.
• Proven track record in developing strong strategic partnerships which requires strong networking, relationship building and negotiating skills.
• Strategic and future-focused mindset.
• Ability to lead teams in diverse, multi-cultural organizations and ability to lead transformational change to the organization.
• Ability to manage multiple initiatives and programmes, agility & ability to work in a very fast-paced environment.