Administrative Support Coordinator

JobPurpose:

• To provide comprehensive administrative, procurement, and operational coordination
• support to the JIFF facility. This role ensures smooth day-to-day operations, efficient procurement cycles,
• coordinated vendor and service provider engagement, and effective documentation and compliance with
• applicable standards, including support during audits and review meetings.

KeyResponsibilities:

1.ProcurementandPurchasingSupport

• Register new vendors as identified by JIFF and maintain an updated vendor database.
• Maintain an active and current list of contractors and suppliers, including contact details.
• Obtain material/service item codes from the operating company for new purchases.
• Coordinate with vendors to collect required documentation, including formal quotations and

• compliance forms, as per JIFF team instructions.
• • Liaise with the operating company’s procurement department to follow up on Purchase Order
• (PO) placement.

• Track and follow up with vendors to ensure timely delivery of materials and services.
• Assist in goods acceptance in coordination with the respective JIFF departments.
• Coordinate invoicing and delivery documentation with vendors.

• Follow up with the operating company finance department to ensure timely vendor payments.

2.SpotPurchasesandConsumablesManagement

• Conduct local or emergency purchases as required, including:

• o Groceries for JIFF, ITP common areas, and satellite offices.
• o PPE items for JIFF staff.
• o Cleaning and sanitation supplies. o Office stationery.
• o Gardening and tricycle consumables.
• • Manage PPE inventory: flag shortages, confirm department needs, liaise with vendors, follow up
• on PO issuance, and ensure deliveries.

3.VendorandServiceCoordination

• Act as the main point of coordination for service contracts, including:

• o Housekeeping
• o Security (for JIFF, ITP, and satellite offices) o Gardening
• • Liaise with utility and telecom service providers:
• o DEWA for electricity/water o Etisalat for telecom
• o Dubai Airports for rental invoices, radio services, and related facilities

• Coordinate with finance for all vendor, utility, petty cash, and rental payments.
• Support coordination with participating JIFF JV companies for timely renewal of Airport Driving

• Permits (ADPs) and staff Airport Pass renewals.
• • Arrange and coordinate with external training providers for staff training programs.
• Classification: ENOC Public
• • Coordinate quarterly performance review meetings with AMC (Annual Maintenance Contract) vendors in collaboration with JIFF functional teams.
• 4. Vehicle and Pass Administration

• Facilitate annual RTA registration of JIFF vehicles.
• Manage issuance and renewal of airport passes for JIFF and contractor vehicles.
• Coordinate Salik tag changes as needed.
• Monitor and share weekly VMS (Vehicle Monitoring System) reports with the JIFF Manager to address staff driving behavior issues.

5. Administrative and Operational Support

• Handle location-level petty cash, including disbursements and reconciliations.
• Provide administrative support for:

o OMC, OCTC, and other staff or safety meetings

o Employee functions and gatherings

• Monitor attendance management systems, generate reports, and perform basic analysis.
• Interface with participating company HR/admin departments for leave, overtime, and personnel-related administration.
• Maintain organized records for:

• o Administrative documentation
• o Training attendance
• o Accounting and financial documentation
• o Project-specific documents
• • Manage inventory of store supplies, pantry, and office stationery.
• 6. Documentation and Governance Control
• • Act as Document Controller for JIFF governance documentation:
• o Policies and procedures
• o QA/QC records
• o HSSE compliance documentation
• o Work instructions and operational manuals
• 7. Project Coordination and Audit Support

• Coordinate with Dubai Airports and vendors to process ad-hoc gate passes, vehicle/material clearance letters, and other project access requirements.
• Support management in tracking and following up on action points arising from OMC, OCTC, operational, and vendor meetings to ensure timely completion and reporting.
• Assist in managing AMC contracts, ensuring validity, scheduling, service performance tracking, and documentation for renewals.
• Actively support JIFF audits (e.g., JIG, IATA, Airport Safety, HSSE) through coordination with internal departments, tracking findings, and assisting with documentation and closeout.
• Prepare PowerPoint presentations and other visual aids for meetings as required.