1. JOB DETAILS:
Job Title: Coordinator, Business Support
Location: Abu Dhabi
2. JOB DIMENSIONS:
Direct Reports: Nil
Indirect Reports: Nil
3. JOB PURPOSE:
Perform support and coordination activities of the Department in the collation of data from the divisions/
functions for reports or information, interface on internal and external stakeholders. Support in planning and
organizing of the activities and engagement requirements by the Department and the COO office.
4. KEY ACCOUNTABILITIES:
Job Specific Accountabilities
• Coordinate and assist in the execution of policies and procedures while monitoring its continual
improvements in line with Department Manager directives and department objectives.
• Coordinate the COO’s group/ divisions/ functions monthly reports including compiling and collating
data from sources, updating the report and publishing it on time.
• Support planning and organizing of the activities and engagement requirements by the Department
and the COO office.
• Draft, edit and prepare correspondence, reports and other materials using word processing,
spreadsheets and/or databases.
• Co-ordinate and collate data for the preparation of reports, such as Divisional KPI measures, Minutes
of Meetings, and follow-up team objectives.
• Assist and follow-up all internal/external audit issues and prepare relevant documents with the
supervision of the line manager.
• Assist in the preparation of the detailed business plan and long-range planning forecast for the ADD,
in line with the business/ functional strategy and plan.
• Assist in preparing a regular consolidated report for budget and planning activities with variance
analyses and make recommendations to Department Manager.
• Support in reviewing and monitoring the Groups’ Business Planning and Consolidation reports (e.g.
consolidated budget vs actual reports, budget utilisation reports and other budget and planning reports),
and liaise with the budget and planning focal points to meet all management reporting
requirements within established deadlines.
Generic Accountabilities
Policies, Systems, Processes & Procedures
• Implement and comply with all relevant functional policies, processes, systems, standards, procedures,
to accomplish operational objectives.
Innovation and Continuous Improvement
• Contribute to the identification of areas and opportunities for continuous improvement in the operating
procedures and functional processes.
Health, Safety, Environment (HSE) and Sustainability
• Comply with relevant HSE policies, procedures & controls and applicable legislation and sustainability
guidelines in line with international standards, best practices and ADNOC Code of Practices.
Reports
• Provide inputs to prepare Section progress reports for Company Management.
5. COMMUNICATIONS & WORKING RELATIONSHIPS:
Internal
• COO’s business/ functional divisions
External
• Occasional contacts with consultants as required.
6. QUALIFICATIONS, EXPERIENCE, KNOWLEDGE & SKILLS:
Minimum Qualification
• Diploma in Business Analytics or Administration or equivalent.
Minimum Experience & Knowledge & Skills
• 5 years of experience, including at least 3 years within retail operations of oil and gas in the region.
• Knowledge of business workflows, operations processes and systems.
Professional Certifications
• NA
Job Purpose
Provide personnel and administrative services to B&CS Directorate’s employees. Coordinate such activities with the concerned Directorates/Function in accordance with Company’s policies and procedures. Review and execute manpower plans, conducting studies/surveys as required and implementing training and development programs in coordination with concerned Units in ADNOC and Group Companies to ensure consistency in application of policies, rules and regulations.
Coordinate with Group Information Technology Function for the support and maintenance of IT related equipment and applications installed in B&CS Directorate. Assess and monitor implementation of various applications to suit the B&CS Directorate requirements.
Job Specific Accountabilities (Part 1)
Coordination with HC
• Coordinate and provide general personnel support services to B&CS employees for matters such as benefits, entitlement, etc. by handling their procedural implementation, etc. as per company policies and procedures.
• Prepare standard correspondence addressed to concerned ADNOC Directorates and Group Companies on related matters such as resignation/termination and redundancy for demobilization, etc.
• Ensure the personnel records of B&CS employees are accurately recorded and maintained, follow up the necessary employees status change for promotion/re-designation, transfer, termination, etc. as instructed by Management.
• Liaise with B&CS Functions to collate manpower requirements, develop manpower plans in collaboration with relevant HC&A functions. Coordinate and execute the approved plans ensuring adherence to B&CS’s business needs.
• Review and process on all invoices related to B&CS and coordinate with Finance & Investment Directorate to ensure payments are made in a timely manner.
Training & Development
• Formulate training and development programs/Career Development plans for UAE Nationals within B&CS Directorate in consultation with relevant HC&A functions.
• Develop check lists of nominees for training courses/seminars ensuring conformity with the approved training plan. Coordinate with relevant HC functions for scheduling the implementation of approved training and career development plans.
• Coordinate the orientation program for new employees with B&CS Functions, ADNOC Directorates and Group Companies.
• Plan and execute the induction/briefing programs for new recruit employees on company personnel policies and procedures.
Public Relations Support
• Coordinate the issuance of security passes as required for staff, delegations and visitors. Ensure records are accurately, timely and safely maintained.
• Coordinate with relevant Functions concerned for entry visa, residence permits, hotel reservations, accommodation, transportation, etc. for contractors, special contract employees, delegations and visitors.
• Review and process requests from B&CS Functions concerned for technical books, periodicals and journals ensuring their timely procurement and distribution.
• Coordinate with B&CS Functions to collate the Directorate’s needs for office and general services including maintenance, furniture, vehicles, equipment, lay-out, telecommunication facilities, stationery and office machinery. Ensure completeness and conformity with company specifications, ensure accurate record keeping, consolidate and follow-up the implementation accordingly.
• Coordinate conferences (overseas/in-house) within the Directorate for participation and contacts conference organizers for registration and confirmation and fees payments. Coordinate and follow-up the business missions.
• Coordinate ADNOC B&CS sponsored activities such as Forums and Conferences, coordinate all arrangements i.e. transportation, accommodation, host dinning and conference materials, etc. for hosts and participating delegates.
Job Specific Accountabilities (Part 2)
• Coordinate in preparation of Missions and conferences Budget of S&T Directorate.
• Coordinate with Group Procurement Unit for initiation of bids of subscription agreements, renewals, extensions, cancellations etc.
• Consolidate B&CS subscription and professional services and follow-up to ensure their payments.
IT Support
• Monitor all IT related activities in B&CS Directorate. Participate in implementation of systems and applications to support the sales and trading activities. Act as the prime liaison between B&CS and all the Vendors for Data services of the Directorate.
• Coordinate with Group Information Technology Function for the support and maintenance of IT related equipment and applications installed in B&CS Directorate. Assess and monitor implementation of various applications to suit the B&CS Directorate requirements
Job Specific Accountabilities (Part 3)
Generic Accountabilities
Supervision
• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to enable them to become proficient on the job and deliver the respective section objectives.
Budgets
• Provide input for preparation of the Section budgets and assist in the implementation of the approved Budget and work plans to deliver Section objectives.
• Investigate and highlight any significant variances to support effective performance and cost control.
Policies, Systems, Processes & Procedures
• Implement approved Section policies, processes, systems, standards and procedures in order to support execution of the Section’s work programs in line with Company and International standards.
Performance Management
• Contribute to the achievement of the approved Performance Objectives for the Section in line with the Company Performance framework.
Innovation and Continuous Improvement
• Design and implement new tools and techniques to improve the quality and efficiency of operational processes.
• Identify improvements in internal processes against best practices in pursuit of greater efficiency in line with ISO standards in order to define intelligent solutions for issues confronting the function.
Health, Safety, Environment (HSE) and Sustainability
• Comply with relevant HSE policies, procedures & controls and applicable legislation and sustainability guidelines in line with international standards, best practices and ADNOC Code of Practices.
Reports
• Provide inputs to prepare Section MIS and progress reports for Company Management.
Generic Accountabilities (continue)
Internal Communications & Working Relationships
• Regular contact with B&CS Function for planning and arranging of all administrative and employee needs.
• Frequent contact with other functions with HC&A, Legal, Group IT, Procurement, etc. for coordination and implementation of various B&CS business need.
• Contacts with counterparts in ADNOC Group companies to arrange for trainings and seminars for B&CS employees.
External Communications & Working Relationships
• Regular contacts with various third party service providers and contractors for various B&CS administration needs.
• Occasional contacts with various government organizations to obtain necessary clearances, visas, etc.
Minimum Qualification
Bachelor’s degree in Business Administration or equivalent.
Minimum Experience, Knowledge & Skills
• 4 years of experience in Human Recourses, administrations, contracts coordination, products quality and information technology requirements.
• Awareness of Arbitration processes and requirement and Human Recourses requirements.
Professional Certifications
As applicable
Work Condition, Physical effort & Work Environment
Physical Effort
Minimal – regular walking, standing and keyboard use, as required.
Work Environment
Mostly air-conditioned environment.
Additional Details
Job Family / Sub Family: Administration & General Services / Administration Support
Group Company: ADNOC Distribution
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