Head of Administration & Logistic
Delivery and Rapid Intervention Center
Total years of experience :20 years, 6 Months
Administration and facility Management
• Provide overall management and co-ordination for the Center Management Team’s on Logistics, Admin and Government relations issues - with responsibility for ensuring effective communication, guidance and transfer of knowledge.
Maintain oversight of efficient and cost-effective facilities management in relation to building/office management and related services and all external workshops, meetings or events.
Supply Chain Management
• Establish and maintain good contacts with suppliers and service providers with regards to logistical/administrative matters. Ensuring the effectiveness by team and systems across the Supply Chain to attain cost effectiveness, efficiency, accountability, and timely supply, procurement of goods and services and value for money.
• Draw up budgets for all projects and activities, manage spending within budgets.
Capacity building
• lead in the review and setup all logistics and administrative profiles within the Center and support in the development of clear Performance Development Plans (PDP) and progression planning for all logistic personnel.
• Works to ensure that targets are met, reviews and amends resource allocation in respect of targets and seeks better ways of doing things.
Compliance
• Build/Maintain an overview of the Center policy, systems and procedures relevant to logistics, and ensure that developments are communicated and implemented appropriately through regular reviews.
Leadership
• Inspires and encourages others to meet their targets and demonstrates enthusiasm for work.
• Take initiative, make decisions based on sound analysis and ensures these decisions are communicated to relevant parties
• Promote effective and maximum utilization of administrative staff within a positive and respectful work environment. Provide leadership and direction.
• Maintains positive employee relations by working and communicating collaboratively with leadership and staff. Establishes, implements and enforces policies and procedures.
• Creates an efficient and effective working environment for staff by anticipating the needs and planning for the delivery of support services.
• Prepares annual operating expense budget for the office, monitors variances and initiates corrective actions. Reviews and approves vender invoices and expense reports.
• Assists with financial planning and oversight of construction for the build-out of new office space or building and renovations as well as personnel moves, Assign office space to new personnel.
• Coordinates special functions and events for Saudi Arabia Olympic committee and support staff as well as hosting events for institution and affiliated organizations
Execute overall workplace strategic direction and vision for geographic area; set service standards and goals requiring long-term business planning and forecasting.
• Plan and manage Workplace service delivery, operating and capital budgets.
• Lead and manage medium team of Workplace location coordinators, generalists and administrators.
• Plan and manage facility-related construction projects as appropriate.
• Manage and ensure consistent application of human resource processes, including career development, salary review, recruiting and performance management within area of responsibility and in accordance with local legislations and rules.
• Ensure the delivery of services is in line with predefined standards; review strategic service model options as appropriate.
• Utilize Workplace tools for workflow/service management and analyze data and/or process performance to drive innovation and continuous improvement.
• Review and approve payment requests and vendor invoices as necessary.
• Actively participate in sharing best practices across workgroups and design and implement programs and processes in line with global strategic targets and objectives.
• Account for the integrity of key human resource processes including career development, salary reviews, recruitment processes and performance management.
• Manage relationships with all external and internal customers/vendors and independently resolve escalated issues.
• Negotiate and coordinate managed services and/or price-list services as appropriate.
• Develop and manage contract relationship with external service providers (negotiate and manage contracts, review performance against strategy and budget)
• Participate in the strategic review of business operations and implement subsequent outsourcing decisions.
• Provide leadership, direction, development and employee supervision within all Middle East (including training strategy)
• Work with the Corporate/ global Real Estate team to assist in Real Estate transactions as appropriate.
• Take an active lead in all planning and directing Corporate Citizenship activities for the location, including setting strategic goals and initiatives, and managing external relationships.
• Play an active role in supporting, planning, and implementing administrative aspects of local market initiatives in conjunction with local leadership, which may include leading, planning, and implementing content/logistics for local offices cross-functional activities.
• Engage actively in planning, coordinating, and implementing elements of HR Activity Support, which may include New Joiner Orientation preparation, Annual Review scheduling.
• In partnership with Marketing & Communication, actively plan, develop, and deliver elements of local Marketing & Communications support, which include local newsletters, postcards, portal updates, client event support and local communications.
• Serve as the single point of contact for Geographic Services in all Middle East offices.
• Develop departmental plans, set goals and deadlines, implement procedures to improve productivity and customer service and define the responsibilities of supervisory-level managers.
• Participation in the Special Committee on the preparation of the draft budget, and follow-up purchase requests for all companies to work in coordination with the departments of Finance and Purchasing.
• Member of the senior management team, and participated in setting and achieving strategic and organizational goals.
• Provided management reporting to maintain and increase effectiveness and efficiency of support services (Human Resources, Administration, and Finance).
• Oversight, management, and evaluation of departmental staff. Assure that personnel are properly trained, motivated, and directed to fulfill their responsibilities.
· Make travel arrangements including processing of travel related documents (booking of flights and accommodation; application of VISA; process travel approval documentation etc)
· Works efficiently and effectively with external travel and hotel agencies to negotiate for good corporate rates
· Maintains proper organization and storage of documents (including project documentation and information)
· Liaises with freight forwarders to ensure timely delivery of orders
· Provides logistics control and support
· Provides admin support to the department and undertake any other ad hoc projects/duties assigned
• Coordinate with the University and Saudi Council for the Selection Exam of the Residency Training Program, Riyadh Center, managing around 80 candidates.
• Coordinating the exam forms and attending the Selection Exam for the new Selected Residents
• Coordinating the interview schedule for the Selected Residents
• Announcing the Selected Residents in the University and Saudi Council
• Preparing the results of the Promotion Exam.
• Responsible for the arrangements of the final examination.
Key Performance Indicator Associative Certification program (KPI-A)
Organization Managment & Administration Development
PMP
Customer care course. Creative employees. Self confidence. Project Management. The Art of persuasion Are you a quiet leader? How to use SWOT analysis? Medical Ethics. Netiquette. Communication. What great managers do? Conflict management. Motivating People. Computer Ergonomics course Health care Team Facilitator Program. Positive Influence on Employees. Effective Health Awareness Planning: Innovation and Practice
Business Administration Sciencs