Administration Officer

Job Description

Document & Database Management

• Maintain a comprehensive record of relevant letters, certification, reports, recommendations and general documents to ensure an accurate record and evidence base.
• Maintain database for ramp inspections, substitute time off, and similar database, to ensure accurate record and evidence base.
• Receive, classify, consolidate and/or summarize documents and information, maintaining records of documents processed according to standard procedures to facilitate their use by Management/Inspectors.
• Organize and maintain the Section filing system to ensure compliance with GCAA record management procedures (Archiving activities).
• Investigate and research files, documents and database in order to establish or clarify facts required to progress queries raised internally or externally.
• Maintain and organize the retention of approved manuals and other related documents for quick reference.
• Maintain contact list for foreign operators/authorities/stakeholders.

Administration of Sectional Correspondence and Customers

• Administer the utilization of GCAA assets under their jurisdiction to ensure optimal utilization of them.
• Support Inspectors and Managers through scheduling appointments, coordinating arrangements for the team, transport, accommodation and travel bookings to ensure smooth organization operation.
• Act as focal point, handling customer service enquiries in regard to any FOA inquiries to ensure satisfactory customer service.
• Ensure received complaints and grievances are properly logged and forwarded to the department or individual concerned.
• Prepare draft correspondence to stakeholders with regard to various concerns Handling of the mail box, and assignment of tasks following direction from Line Manager.

Policies, Systems, Processes and Procedures

• Assist the management in maintaining on-going liaison with foreign and international aviation regulatory bodies on new requirements and changes to existing safety regulations to foster the safe and orderly growth of UAE civil aviation.
• Implement Safety Affairs policies, systems, processes, and procedures so that all relevant procedural/legislative requirements are fulfilled while delivering high quality safety services to the UAE civil aviation industry in accordance with customer service standards.

Reporting

• Ensure that all functional reports are prepared timely and accurately and meet GCAA requirements and quality standards.

Health, Safety and Environment within GCAA 

• Ensure compliance with all relevant health, safety, quality and environmental management procedures and controls to guarantee employee safety, legislative compliance, delivery of high quality products/services and a responsible environmental attitude as per IMS available standards

Other Tasks/ Accountability 

• Perform additional tasks relevant to the role / area of expertise as requested by the management to be able to achieve the objectives/commitments.