Administrative Support
Provide administrative support services as required by the UAE permanent representative to the UPM Office and team.
Administer and update GCAA platforms/systems with UPM information and data eg. CPMS, E-connect and G-connect as requested by the line manager.
Monitor and manage supplies of stationery and other consumable items for general office use.
Ensure all inter-office and external communications pertaining to UPM are managed efficiently.
Maintain diary, arrange appointments, schedule meetings, and organise travel and accommodations as specified by the UAE permanent representative for UPM or in support of the UPM team.
Organise all activities for the UAE permanent representative for ICAO and prepare all documentation and forms at least seven days prior to the meeting date, and incompliance with applicable process.
Document Management
Organise and maintain a comprehensive record of relevant reports, recommendations and general documents to ensure an accurate record and evidence base.
Receive, classify, consolidate, and/or summarise incoming letters, documents as per GCAA policies.
Communication
Monitor all the received calls for the UAE permanent representative
Screen telephone calls and emails, answering routine questions, taking messages and referring callers to an alternative source whenever needed.
Effectively communicate with internal and external parties by preparing memos, letters, faxes etc. as advised by the line manager
Customer Service
Act as the focal point of contact for the UAE permanent representative for ICAO for internal and external stakeholders to provide them with accurate and timely feedback on issues at hand.
Reporting
Ensure that all functional reports are prepared timely and accurately and meet GCAA requirements and quality standards.
Provide the UAE permanent representative for ICAO with accurate and timely reports covering all daily operations of the diplomatic mission
Prepare all the Minutes of meetings for the UAE permanent representative for ICAO as needed
Health, Safety and Environment within GCAA
Ensure compliance with all relevant health, safety, quality and environmental management procedures and controls to guarantee employee safety, legislative compliance, delivery of high quality products/services and a responsible environmental attitude as per IMS available standards
Other Tasks/ Accountability
Perform additional tasks relevant to the role / area of expertise as requested by the management to be able to achieve the objectives/commitments.
