The main purpose of this position is to process the access of all Keolis-MHI Dubai Metro and Tram Staff by ensuring that they have a valid ID and access and to provide administrative support to the Stakeholder Relations and Security Department. The Stakeholder Relations and Administrator also processes the renewal and temporary ID Badge application to activate all the IDs and update and maintain IAS Database of Keolis-MHI Dubai Metro and Tram, RTA, Dubai Police & Third parties/Contractors\' staff.MAIN RESPONSIBILITIES

• Process of New Dubai Metro and Tram ID Badge application and submission to the RTA.
• Issuing Temporary Dubai Metro and Tram ID Badge to New Joiners, Existing employee, Contractor/Third Parties and Retailers.
• Process of Renewal of Dubai Metro and Tram ID Badges application and submission to the RTA.
• Activating ID Badges of Dubai Metro and Tram staff, RTA, Dubai Police & Contractors/Third Parties.
• Deactivating lost/damaged/resigned ID Badges of Dubai Metro and Tram, RTA, Dubai Police & Contractors/Third Parties.
• Registering of associated details in the appropriate database(s).
• Update and maintain IAS Database of all the staff IDs (Dubai Metro and Tram, RTA, Dubai Police & Contractors/Third Parties).
• Update and maintain Temporary Cards database.
• Coordinate with all the other departments of Dubai Metro and Tram, RTA, Dubai Police & Third parties regarding issues related to access cards.
• Monitor and Maintain updated record of the IDs issued including expiration dates. Stakeholder Director Head of Stakeholder relations Operations & Transport Integration Manager
• Stakeholder Relations Manager Security & Stakeholder Administrator
• The Stakeholder Relations and Administrator will be responsible for providing administrative and clerical support to the Stakeholder Relations Director and within Stakeholder Relations and Security Department.
• Managing the calendar of the Stakeholder and Relations Director and Head of Security.
• Responsible in scheduling meetings, taking minutes of the meeting and ensure that action register is always updated and TOR is in place including:

ESIG Meeting. Multimodal Meeting. Any other required meetings within the department.

• Keep track of Stakeholder Relations and Security staff records including contact details and emergency contact details.
• Responsible for monitoring attendance, overtime, annual leave and sick leaves and ensure that MyHR is updated.
• Co-ordinate with all concerned parties to ensure an efficient level of general office support activities - e.g. filing, diary keeping, stationery, meeting rooms management, procurement requisitions.
• Act as Stakeholder Relations and Security first point of contact with people from both inside and outside the organization.
• Responsible for maintaining records of all documents received from the Training Department.
• Assist the Stakeholder Relations and Security Department in complying with documentary requirements, process requests by acquiring proper signature and submit relevant parties.
• Compile incident report which is related to Security incident.
• To perform as My HR super user, provides support and act as first point of contact of employees in relation to the use of My HR Employee Self Service.
• Responsible for producing the Weekly/Monthly Security Supervisor report. \xef\x82\xa4 To perform as SAP super user:

Raising purchase orders. Generate Accrual reports. Process reimbursement via BER.

• To perform as Qpulse super user.
• To act as the Aconex Administrator for Stakeholder Relations and Security Department:

Monitoring correspondence. Assisting in drafting responses.

• Coordinates company events including team building, away day, annual event, briefings/presentations to make sure it runs smoothly and successfully; managing details like programme, location, selecting menus, accommodation and transportation.
• Create and maintain an efficient filing system and maintain soft copies of standard templates and formats to facilitate consistent and efficient documentation.
• Perform and carry out duties as instructed / directed by the Stakeholder and Relations Director.
• Ensure compliance with the Keolis-MHI Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards. DM001-HUR-ALL-JD-00095 A1 Security and Stakeholder Administrator 5/6 Uncontrolled when Printed
• Ensure security and integrity of all data provided including reporting performance, finance and customer information; reference Keolis-MHI non-disclosure policy.
• To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference Keolis-MHI organisational HSE responsibilities
• Ensure compliance with all training requirements of Keolis-MHI and ensure adherence to these requirements at all times whilst in employment.
• Report any accidents, incidents, breaches or potential breaches to appropriate management or the speak up process.

KNOWLEDGE REQUIRMENT

• Knowledgeable is Microsoft Office particularly in Word, Excel, Power point and Visio and ability to learn new software-based applications

KEY SKILLS

• Excellent communication and influencing skills.
• Excellent level of English comprehension, spoken and writing skills and in numeracy skills required to take minutes, prepare, edit, proof read letters, reports, etc.
• Highly organised and methodical in approach to work.
• Motivated and flexible to work in a time-sensitive environment to respond quickly and effectively to unanticipated high workloads, events and emergencies.
• Arabic speakers is an advantage.
• Ability to liaise in a professional and persuasive manner with staff including RTA, Dubai Police etc. at all levels in the organization.
• A dynamic, high energy individual who can support several groups/sections within a department.
• A mature and responsible approach to work and use initiative to solve problems and be able to liaise in a professional and persuasive manner with staff at all levels in the organisation.
• Strong organisational skills, detail oriented, and the ability to handle multiple priorities.
• Ability to maintain confidentiality in handling highly sensitive, confidential and non-routine information.

EXPERIENCES

• A minimum of 3 years, preferably 5 years of experience as an Administrator.
• Practical experience of IAS operation system relevant to database of IDs.

EDUCATIONNAL QUALIFCATIONS

• Ideally a degree holder of a high diploma of post-secondary education in a related discipline.

Keolis