Working-Party Administrative Assistant

This role is based within the Airbus Africa & Middle East Major Repairs & Working-Party department, a key part of the Fleet Efficiency & Engineering department. The jobholder is an integral aspect of the Working Party (WP) operations in which Airbus Africa & Middle East (AAME) provides administrative and operations support to the on-site Airbus team.Main ResponsibilitiesThe primary focus of this role is to ensure the operational readiness, documentation compliance, and administrative support for the Airbus management team.1. Operations and Access Management● Administrative Document Renewal: Be solely responsible for tracking, following up on, and renewing all relevant administrative documents required for the Airbus team's activity at the airport. This includes, but is not limited to:○ Airport Passes○ Laptop/Equipment Passes○ Airport Driving Licenses○ Any other mandatory access credentials.● Team Information Management: Maintain and keep updated the shared database containing essential personal and travel documentation necessary for the Working-Party team for global deployments (e.g. up-to-date passport scans, ID pictures, personal contact information).● Coordination with the HR Admin team for the visa extension as required.2. Documentation and Archiving● Aircraft File Scanning: Be responsible for the complete and accurate scanning of entire aircraft maintenance files upon the conclusion of each Working-Party.● Organizing / archiving in the Airbus repository: Prepare and provide a complete digital file or equivalent digital media for each completed Working Party file.● Original Document Archiving: Coordinate and ensure the timely and secure shipment of all original aircraft files to the Airbus headquarters in Toulouse, France, for official archive purposes.3. Headquarters and Local Staff Interface● Primary Support Interface: Act as the main administrative interface and single point of contact between the Airbus Middle East Headquarter and the WP Team deployed in the Region and abroad.● Logistical Coordination (for Travel aspect): Assist local Airbus staff with operational administrative tasks related to their assignments at the customer's facility.● Supporting Warehouse operations for administrative tasks.4. Office supplies management● Office Supplies Management: Manage and order the stock of Airbus office supplies requested by the Airbus Working-Party team.● Procurement Coordination: Initiate and process orders for necessary office supplies and consumables, cooperating closely with the procurement team in the Airbus AME Headquarter to ensure continuous availability and cost-effective ordering.5. Communication and Coordination● Reception: Serve as the primary point of contact, answering and directing phone calls, and greeting visitors professionally and courteously.● Scheduling: Manage and maintain executive or department calendars, scheduling appointments, meetings, and coordinating travel arrangements (flights, accommodation, ground transportation).● Meeting Support: Prepare meeting agendas, reserve meeting rooms, set up necessary equipment (e.g., A/V, conferencing), and take, transcribe, and distribute minutes as required.● Internal and External Liaison: Act as a communication link between differentdepartments, clients, and external stakeholders.Required Skills and Qualifications● Experience: Proven experience in an administrative support role, preferably within an aerospace or engineering environment.● Organizational Excellence: Organizational skills, meticulous attention to detail and a high degree of proficiency in record-keeping and data management.● Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Excel, Word, Outlook) and Google Suite experience working with shared databases and digital archiving systems.● Communication: Excellent verbal and written communication skills, capable of professional interaction with internal stakeholders.● Compliance Awareness: Understanding of the importance of security and compliance regarding airport access regulations and sensitive personnel/aircraft documentation.