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| Zayed University - Abu Dhabi |
abu dhabi university |
The OpportunityThe Campus Physical Development Office seeks an incumbent for the position of CPD Coordination Officer to provide administrative coordination and support to the Campus Physical Development Office (CPD). To ensure that department administrative and logistical functions are performed in an efficient manner. Acts as the main coordinator for key control system, lockers, access pass system, parking violation, accessibility parking permits and central filing system.
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Coordinator Responsibilities
The Responsibilities
Internal Office Administration
Provides general administrative support to the Director:
• Maintain basic budget information of approved projects.
• Process all CPD invoices through Banner Finance System.
• Prepare meeting agendas and minutes.
• Prepare university official letters in both Arabic & English.
• Receive delivery notes and invoices from contractors.
• Responsible for decisions on office administration for routine matters.
• Develop and maintain a project filing system.
• Prepares and edits documents, including meeting agendas and minutes, internal and external correspondence
• Maintain a record of the department’s expenditures, purchase orders, claim forms, petty cash vouchers, invoice verifications and payments.
• Locker’s system supervision.
• Arranges accessibility parking permits.
• Key system management.
• Taxi permits supervision.
• Furniture inventory management.
• Risk assessment & access pass permits for visitors and vendors.
• ADHOC schedule preparation.
• Prepare invoices, Purchase Requisitions and receiving Purchasing Order.
• Provides parking violation supervision.
• Maintains the CPD centralised filing system in an orderly and timely manner, including generating new files and filing documents as requested.
• Reports to Director on most issues. Responsible for decisions on office administration for routine matters.
• Regular interaction with contractors, vendors, government agencies and the wider university community add to the complexity of the position.
Space Management Responsibilities
• Maintains information or data on new construction, renovation and various remodeling.
• Ensures assembly and update of space inventory documentation.
Facilities Customer Services Responsibilities
• Respond appropriately to staff and faculty concerns and queries related to space and facilities.
• Ensure there is efficient communication within the CPD and other departments.
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Key System Management
• Update the key system to include all information related to issue, returned and lost keys (location, department etc).
Car Stickers system Management
• Issued car stickers for Staff, faculty, vendors master and male students.
• Complete car sticker clearance for all university community.
• Prepare incident reports (guide line violation)
Parking Violation System Management
• Maintain a filling system for all traffic violation reports.
• Coordinate payments for parking fines, collection of receipts, vehicle releases.
External interactions
• Provides a reception service for the CPD office (telephone, visitors), which includes regular interaction with vendors, contractors and a wide cross-section of the university community.
• Receives delivery notes and invoices from contractors.
• Liaises with staff on both campuses for transfer of materials from one campus to the other or for external repair/maintenance.
The Requirements
• Should possess a minimum of Bachelor’s degree from an accredited institution and 2 years’ experience in a similar position with increasing levels of independence or an equivalent combination of education and experience is preferable.
• Technical or vocational training from an accredited institution is required.
• Excellent Computer literacy including advanced knowledge of MS Office and email.
• Fluency in Arabic and English is a must.
• Certification in Project Management or Facilities Management is an asset.
The Benefits
The University’s benefits package is highly attractive, with competitive salaries free of tax in the U.A.E., housing, a furniture allowance, annual vacation airline tickets for the employee and immediate family, educational subsidies for children and healthcare is provided to the employee and sponsored family members. ?
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To Apply
In addition to completing the online application form, attach a cover letter, a current CV, and the names and contact details of three professional references.
While we appreciate all applications, you will be contacted only if you are selected for an interview.
Currency: AED
Amount of Travel: Work At Home
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