officer – general services

MAIN OBJECTIVE

The role is responsible for managing the company's vehicle fleet, coordinating with suppliers to provide staff uniforms and pantry services, and planning the maintenance and utilization of office spaces and physical assets. The role also encompasses procurement and inventory management duties, such as the acquisition and distribution of office supplies, as well as the replenishment of furniture and other equipment.

MAIN DUTIES

Responsible for GFG Group Vehicles Fleet in the following aspects:

• Inspect vehicles upon delivery from the leaser.
• Coordinate with the leaser & GFG Group users for routine maintenance.
• Maintain accurate records of vehicles (registration, insurance, etc.)
• Obtain airside vehicles airport pass from Access Control Department.
• Ensure availability of Sadeem fuel cards / Airside Fuel chips and leased with Finance, commercial and FM departments in case of lost, cancelation and issued a new card,
• Generate vehicles periodic reports and Monitoring usage and updating retention records (mileage, maintenance, accident ..etc.)
• Coordinate with the Leaser to collect defaulted vehicles from airside / landside and provide a replacement vehicle due to maintenance or breakdown.
• Prepare fuel usage reports
• Inspect of all GFG Group vehicles twice a year
• Act as a point of contact in case of emergency for any (administration related tasks, logistic, vehicles accidents, deduction etc.) and for BAC vehicles with the Leasing company.
• Monitoring Vehicles through GPS in case of any violation.

Responsible for administrating BAC's and GFG Group disposal activities as follows:

• Collect and process Approved disposal assets from Manager - Assets
• Coordinate with user departments to receive the Assets for disposal
• Facilitate the shifting of materials to the disposal areas in the landside. e.g. customs approvals for items from airside to landside and secure related documentation.
• Supervision shifting to the designated disposal area.
• Follow up closely with Procurement to secure sale or scrap dealers for the disposal materials that has positive return to business.
• Arrange between contractors, HSE and Procurement to process the disposal activities.

Responsible for offices furniture arrangements & pantries equipment's including the following activities:

• Review pantries equipment on a yearly basis and report back to Head of Administration for the required equipment replenishment.
• Maintain office furniture, fixtures, and/or if maintenance is required internally in all offices.
• Provide support for all GFG in their special administrative requests as directed by Head General Services.
• liaised with team members to raise PR for new furniture or special requests.

Staff Uniform:

• Obtain uniform requirement and conduct the uniform distribution to assigned location along with the checklist to ensure control.
• Adheres to policy and follows procedure in terms of uniform eligibility.

Uniform Laundry Services:

• Follow up with the supplier to ensure the standards and services compliance with the contract.
• Coordinate with supplier in case of complaint from employees
• Ensure the effectiveness of the service provided by the supplier

Conduct General Services Activities:

• Plan and perform the receiving, order, assembly, dispatch of goods and maintenance operations in compliance with company's policies and vision
• Develop and implement General Services activities' operational policies and procedures that emphasize adhering to handling and shipping legislation requirements
• Maintain standards of health and safety, hygiene and security in HQ area
• Manage stock control and reconcile with data storage system
• Produce reports and statistics regularly (IN/OUT status report, dead stock report etc.)
• Receive feedback and monitor the quality of services provided
• Liaise with customers, suppliers and transport companies
• Respond to and deal with customer communication by email and telephone
• Responsible to investigating stock discrepancies, including negatives
• Communicating all discrepancies, variances or abnormalities in a timely manner.
• Organize and supervise other office activities (recycling, renovations, event planning etc.)
• Ensure operations adhere to policies and regulations

EDUCATION & EXPERIENCE

• BSc or any equivalent degree in Business
• 0 - 1 years' experience in a similar role.
• Knowledge in MS office - Excel and word.
• Knowledge and understanding of the Procurement and Tendering process
• Knowledge and understanding of the asset disposal process
• Time Management and Planning skills.
• Compliance with regulatory health and safety standards
• Experience in Recordkeeping
• Generate compiling material for reports when needed.