General Services Officer

ROLE PURPOSETo run and perform the plant administration activities and processes to ensure all support activities are carried on efficiently and effectively to allow Marafiq’s overall administrative operations are properly executed in order meet the business needs of the General Services.

This role will be Supervise, control and execute the assignment related to but not limited such fleet management, Maintenance of Offices and accommodation building and their furniture’s and equipment’s, Rotation management (Plan and Actual), leave management, event management Purchase Requestion preparing, Petty cash Management, cost management, utilities management, catering services, housekeeping, office supply management, stakeholder invoices and ensure on time payment, etc. ACCOUNTABILITIES AND RESPONSIBILITIESAdministrative ServicesRun the day-to-day plant administration operations related to service maintenance, asset management, safety & security, transportation, public relations and employee relations to protect Marafiq’s assets.

Carry out the clerical administration activities such as updating the power plant contacts numbers, and the plant’s staff personal information and staffs leave management. Facilitate the provision of administrative services such as company accommodation, order and issuance of stationery and office supply, in timely and cost-effective manner. Coordinate on the arrangement of staffs’ visa and work permits completed in line with management deadline and standards. Coordinate with the government bodies for company registration, license and renewal. Office contact database regularly updated. Support to team on arrangement for office event on good quality of service.

Support provided for staffs including information and logistic arrangement for their arrival and departure. Manage employee rotation (Plan and Actual) every month and submit the actual rotation to HR for review and payroll. Overtime calculation and reporting. Manage employee leave by preparing leave plan and ensure all leave been updates. Plan and facilitate employee engagement and gathering activities by arranging venues, catering, and facilities. Ensure housekeeping for the plant and accommodation are done on proper way. Manage, Monitor and replenish the office supplies needs for the overall plant department. Maintaining plant telephone list.

Managing the procurement of offices consumable and materials. 2. Facilities ManagementTo manage the delivery of a range of facilities management services, including accommodation, office premises, furniture, equipment and vehicles to ensure that the premises provided a high quality. Management, control and supervise of outsourced cleaning services for plant and accommodation. Ensure the company has the necessary accommodation and office space to accommodate staff and facilities requires for the staffs. Ensure collection of the utility’s bills, Water, Electricity, internet, and telephone on timely manner and ensure payment has been done.

Manage and supervise the maintenance and repair of accommodation, office equipment’s, furniture, vehicles etc. to ensure that all equipment is in optimal function. Act as a focal point within the organization for all request, queries, and assistance related to facility site work. Ensure the basic service is available such as housing, food, water, electricity, to all O&M staffs. Acts as the focal point of contact within the organization for all requests, queries and assistant related to facilities. 3.

New Joiner Welcoming and Training Administration Identify the needs for the plant offices (cars, furniture, stationery, machines, office supply, maintenance, etc). Conduct an induction for the new joiners. Provide a support for staffs training and logistic arrangement. Managing staffs training plan and training record. Coordinate with training provider for training arrangement and facilities preparation. Being a focal point of communication between DPC, Marafiq and Training provider. 4.

Maintenance of the Company VehiclesMaintain and continuously update the data base of all company vehicles to track and monitor the utilization of all company and leased vehicles in compliance with the company policies and standards. Manage and oversee the renewal of vehicles leased and registration in a timely manner. Maintain information, which is requires such as vehicle inspection record, fuel use, vehicle log, vehicle periodic services, vehicle renewal etc. Conduct a periodic service for O&M vehicles and maintain a record for the service.

Handle day to day queries from the vehicle user and other internal and external department/entities. Ensure the proper management and regular maintenance of all office vehicles. Follow-up and prepare a report on all violation (ROP Fine, etc) related to company vehicles. Conduct a field visit to the company vehicles to ensure all vehicles are on good condition. Maintain Service records and periodic vehicle inspection records for all the company vehicles. 5.

Contracts Management Coordinate with the Procurement Officer in the comparisons of offers between selected vendors and third parties’ contractors to ensure alignment with the specific order goods’ requirements and the budget set. Follow-up with all third parties’ contractor for their monthly invoices and follow-up the payment with Finance department. Monitor all administration contract and report directly for action if requires. 6. Budget Management Identify and plan for expenses during the year in alignment with business objectives and needs. Provide inputs in preparing and finalizing the department budget and monitoring budget consume.

Adhere to the budget code GL and Cost Centre for each expense. 7. Office Petty Cash ManagementManage the petty cash of the plant as per petty cash management policy. Prepare and update petty cash expenses statement along of expenses allocation and proceed for approval. Update all petty cash expenses on the SAP and ensure entry the right GL and CC as per approved budget. Follow-up with finance and account department for the replenishment. Ensure all petty cash expenses done with the necessary approval. Ensure all expenses are made with the petty cash request form and expenses claim with necessary approval. 8.

ReportsPrepare monthly reports as per designated format. 9. Policies & ProceduresComply with the implementation of departmental policies and procedures, to ensure that all relevant procedural and legislative requirements are fulfilled. Understand the HSSE standard of the company. Always adhere to company policy and procedures. Adhere to all relevant quality health, safety, and environmental procedure. 10. Health, Safety & QualityComply with all relevant health, safety and quality requirements, to guarantee employee safety and legislative compliance. 11. Continuous ImprovementContribute to the identification of opportunities for continuous improvement of systems, processes and practices considering ‘leading best practices’, improvement of business processes, cost reduction and productivity improvement.

COMMUNICATION CHANNELSInternalPlant’s employees. Plant Managers and senior. Procurement Officer (Plant). Support Service Manager (Plant). V. P. C&T. People Manager. ExternalGovernment SuppliersContractorsHotelService ProvidersEducational & Professional Qualifications and ExperienceMinimum Qualifications: Bachelor’s degree in business administration/ human resources/ managementOR Diploma with 10 years related experience Proficiency in English & Arabic is a mustMinimum Experience: Minimum 5 years of relevant experience. Skills and CompetenciesGeneric Skills: Communication skills, Computer literacy (SAP), Microsoft tool (Excel, PowerPoint, Word). Job Specific Skills: Negotiation Skills, Time Management, Research Skills, Self-Motivation Skills, Interviewing Skills, Interpersonal Skills. Behavioral Competencies: People Centricity, Integrity, Agility, Collaboration.

*Only candidates selected to advance to the next stages of the assessment will be contacted*