Director - Administration

Job Description

Strategy Development and Implementation

• Develop and direct the implementation of the Administration departmental strategy and plans ensuring alignment to Chamber strategy, vision, mission and corporate objectives.
• Ensure the provision of subject matter expertise for the assigned department and provide counsel to Chamber's leadership on all related areas to facilitate the achievement of organisational and departmental strategies.

Leadership

• Manage the effective achievement of Support Services sector objectives through effective leadership and by setting of individual objectives, managing performance, developing and motivating team to maximise performance.
• Lead the talent development initiatives for the assigned department, collaborating with discipline experts and thereby ensure the availability of talent to fit business requirements.

Budgeting and Financial Performance

• Oversee the consolidation of the Administration departmental budget and monitor financial performance versus the budget so that the business is aware of anticipated costs/revenues, areas of unsatisfactory performance are identified and potential areas of cost reduction or performance improvement opportunities are capitalised upon.

Facility Management

• Direct the development of an annual maintenance plan and the execution of maintenance activities to ensure Chamber's facilities meet the required standards and ensure minimal disruption to business operations.
• Oversee the planning and provision of facility management services, including but not limited to office layouts and equipment, security, parking spaces, mail services, administration support, etc., to ensure delivery of support in line with organizational plans and requirements.

Procurement and Contracts

• Oversee and plan the development and implementation of purchasing strategies and activities to ensure the delivery of optimal quality and cost-effective supplies and services that are in line with the Chamber's needs while ensuring the best interests of the organization and minimal risk.
• Direct the design and implementation of the tender cycle and purchasing process to procure high quality and cost-effective supplies and services in alignment with approved standards and policies.
• Manage the analysis and monitoring of spending data and market intelligence to ensure effective cost-management, high-quality and suitable timeframes on all goods and services procured by the Chamber.
• Ensure the provision of support for strategic contracts and negotiations in to obtain optimal cost, quality and terms and conditions for the organization.

Protocol and Logistics

• Direct and oversee the provision of protocol and logistics services to internal sectors including International Relations and Economic Research and Sustainable Development, including management of all events execution, logistics arrangements and protocol execution for VIPs and delegates, etc. to ensure all services are provided as per established SLA requirements, standards and protocols.
• Ensure timely management of visa application process for employees and delegations as required, and related medical insurance.

Project Management

• Direct and oversee the planning and execution of all building construction projects related to the Chamber including renovation and refurbishment projects and new building/ offices projects, in collaboration with external contractors, to ensure these projects are completed on time, as per requirements and established quality standards and within the allocated budget.

Advice and Guidance

• Provide advice and guidance to senior management team on all facilities management, protocol and logistics, procurement and contract and building development project related activities and issues, in order to ensure that all issues are resolved timely, and that administrative services are provided in an efficient manner to all internal departments.

External Relationship Management

• Oversee the management of key relationships with external service providers including facilities management companies, contractors, travel agents, etc. on administrative requirements and issues in order to ensure that these relationships continuously serve the Chamber's best interests and support the achievement of the departmental strategy.
• Oversee regular evaluation of the contracted services to ensure contractors are adhering to agreed service levels, and ensure corrective actions are taken where necessary.
• Oversee the vendor portfolio, ensuring establishment and management of an appropriate supplier list and performance management process to ensure that supplier/vendor relationships are successful and risk is mitigated.

Information Security

• Assigns the coordination of information security activities to certain employees acting as Information security champions/ representatives/coordinators across all divisions.
• Ensure that each employee understands his/her information security-related responsibilities after reading the information security policy and acknowledges through a formal sign-off that he/she understands and intends to comply with those requirements.
• Determine the criticality and business risk of their information systems and information assets.
• Periodically assess information assets and their associated risks.
• Communicate the risk assessment results to relevant stakeholders.
• Determine and review the privileges related to their information assets and information systems on a periodic basis.
• Implement information security policies and procedures to cost-effectively reduce risk to acceptable levels.
• Periodically, ensure conducting technical security testing on the information systems.
• Ensure reporting of any evidence of information security compromise or any suspicious activity that could potentially expose, corrupt or destroy entity's information.
• Respond to information security incidents.
• Ensure that information security requirements are incorporated on respective department's project activities/contracts.

Policies, Systems, Processes and Procedures

• Contribute to the identification of opportunities for the continuous improvement of departmental systems, policies, processes and practices considering international leading practices to improve productivity and operational efficiency.
• Provide critical input to support the development of Department's systems, policies, processes, and procedures to meet business requirements.
• Ensure team members comply with all Department's policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.

Quality, Health, Security, Safety and Environment

• Ensure compliance with regulatory requirements and relevant quality, health, safety, security and environmental procedures and controls across the Department to guarantee employee safety and delivery of high-quality services.

Change Management

• Oversee the management of change through continuous improvement of departmental systems, processes and practices taking into account global standards and changes in the business environment which demand proactive action plans.

Reporting

• Ensure that all departmental reports are prepared timely and accurately and meet Dubai requirements, policies and quality standards.

QUALIFICATIONS & EXPERIENCE:

Minimum Qualification

• Bachelor's degree in administration or other relevant fields
• Master's degree in a relevant field, is preferable

Minimum Experience and Skills

• 10 - 12 years of progressive experience in administrative services, with at least 5 years in a managerial level
• Strong communication and relationship management skills
• Commercial acumen and negotiating skills
• Excellent knowledge in MS applications
• High command of English (spoken and written) and Arabic is preferable

Competencies

• Visioning and Strategic Foresight
• Forging Networks & Alliances
• Leading & Inspiring Others
• Disrupting & Driving Change
• Intrapreneurship