Job Description

Team Leader – General Services

MAIN ACTIVITIES:

• Forecast GS financial budget and report expenses tables and prepare annual insurance policies (office
• rent, service personnel contracts such as company drives, security guards, car rentals etc.)
• Prepare technical scope of work and participate in technical bids evaluation.
• Supervise the activities assigned to the personnel of the General Services Section.
• Assist with VIP missions for Security Department.
• Assist with ADIPEC event.
• Supervise negotiations for accommodation rents with landlords and provide employees with accommodation as per their budgets.
• Focal point for all restaurants listed with the company lunch service.
• Ensure office and accommodation safety & security, issue plans, procedures and instructions prior to initiation.
• Direct and control health inspections and sanitation activities and other services provided or contracted out (office service, maintenance, stationary) in accordance with internal HSE standards & policies.
• Ensure that country laws are observed in all activities related to personnel official transactions.
• Maintain and update records of all general services related issues and advise the management for any changes.
• Contribute to the reinforcement of the company image by maintaining good relations with correspondents in various institutions and act as an advisor for the company management. • Follow-up tenancy contacts renewal/extension/termination and rental reduction & units handover formalities.
• Follow -up with the team with accommodation related enquiries.
• Focal point for all events managed by GS.
• Preparing the presentation, excel sheets, etc. for all GS related matters (Handling the monthly expenses for GS Budgets and maintain a tracking sheet for records.)
• Centralise the assignments of the division e-mail. • Ensure the proper working & delivering of general services section in order to comply with the the company’s safety standards, policies and cost optimization objectives while contributing to employees and family satisfaction.
• Organize company functions, receptions and meetings.
• Approve payments from petty cash for purchases & maintenance services.
• Ensure lunch services from restaurants meet the health, safety and security standards as per the company.
• Handle all office modifications and ensure the correct permits are prepared before any commencement of projects.
• Supervise the internal movements as per requests from the management.
• Assist with accommodations units with regular maintenance requirement wide scope of interventions and locations requiring a complex coordination role. • Supervise and follow up the activities assigned to the General Service Personnel. • Office: supervise the functional work of the maintenance (A/C, lightning, etc), furniture and modification, cleaning & pest control, food catering, refreshments and canteen, kitchen supplies, securities and related operational work (log books, operators, monitors)
• Follow up the office contracts renewal (office rent, hotels, travel agency, express courier, security guards, canteen catering, office stationery, kitchen consumables)

CONTEXT AND ENVIRONMENT (SPECIFIC ASPECTS TO PERSONALIZE THE JOB DESCRIPTION OR HIGHLIGHT COMPLEXITY)

• Multiple interfaces with employees, department managers, contractors, government authorities
• Aging accommodations units with regular maintenance requirement.
• Wide scope of interventions and locations a complex coordination role.

HSE RESPONSIBILITIES

• Comply with the Activities described within the HSEMS
• Take reasonable care of their own health and safety and that of others who may be affected by their acts at work.
• Know their responsibilities to environmental issues in their work areas.
• Each employee, at his level of responsibility, must observe all Company Rules, Procedures and instructions in the performance of his own task.
• As such his duties and areas of authority are:
• Following instructions given by managers and supervisory personnel 
• Assuring himself of the safety of his work site before commencing work
• Taking the necessary measures to avert immediate threat of danger
• Exercising such caution as is necessary to avoid danger to persons and installations or to avoid pollution
• Using tools, equipment and their safeguards correctly
• Using the provided means of personal protection correctly
• Leaving the workplace behind correct and orderly upon job/shift completion
• Reporting any anomaly, abnormal conditions and near miss to his supervisor
• Participating actively in HSE meetings, safety talks, tool boxes, training sessions and drills
• Co-operating actively in the execution of the HSE plans

MINIMUM REQUIREMENTS & QUALIFICATION:

• Education: Bachelor’s degree in Business Administration (Master Degree is preferred)
• Excellent communication and interpersonal skills.
• Fluency (speaking, writing, and reading) English & Arabic 
• + 3 years’ of seniority
• Proficiency in Windows XP, Microsoft Office package (Planning…etc.).
• Curiosity in IT (tools…etc.)

Starting Date : ASAP

Period required : One (1) year with possible extension(s)

Work Location : Abu Dhabi, UAE

Report to : SVP – General Services, Government Affairs & Security

Tagged as: Office