Facilities Management Administration Assistant at SISD

Facilities Management Administration Assistant at SISD
Administration
Listed On: ‎1 June ‎2022
Expires On: ‎1 July ‎2022
Dubai
The Swiss International Scientific School Dubai (SISD) is looking to hire a
Facilities Management Administration Assistant.
About SISD
The Swiss International Scientific School in Dubai (SISD) is a leading
international day and boarding school where future generations are inspired to
become confident and enthusiastic lifelong learners, ready to embrace the
opportunities and challenges of a global world. Founded in ‎2015, our school
currently welcomes more than ‎1500 students of more than ‎70 different
nationalities on its cutting-edge campus, in the centre of Dubai.
From Pre-KG to Grade ‎12, SISD follows the full continuum International
Baccalaureate (IB) programme in three streams focusing on personalised
learning and the development of 21st century skills. Students choose between
the English with additional languages/STEAM stream or the bilingual English-
French/German streams. We pride ourselves on being a fully accredited IB
Continuum World School, offering the IB Primary Years Programme (PYP), IB
Middle Years Programme (MYP), IB Careers Programme (IB CP) and IB Diploma
Programme (DP).
Our personalised international curriculum offers an engaging learning
experience, the challenge of developing a real understanding of cultural
diversity and the support of a thriving international community. Our state of
the art, eco-friendly campus adjacent to Dubai creek, ensures that we can
offer a wide range of sporting and after school activities tailored to the
personal needs and preferences of every student.
Job Title: Facilities Management Administration Assistant
Department: Facilities
Start Date: TBC
Reports to: Head of Facilities
Job Scope:
The main purpose of the job of Facilities Management Administration Assistant
is to support and assist the Head of Facilities and the FM Team in all
processes and procedures. Responsibility for ensuring that all administration
works appertaining to general facilities practices are always adhered to in
line with Head of FM directives and FM team needs.
Main Duties and Responsibilities
This not an exhaustive list of all duties/responsibilities:
* Managing the FM helpdesk and assign the FM related works to the relevant contractor.
* Responsibility for preparing reports and maintaining appropriate filing systems.
* Managing and assigning FM work requests received via helpdesk, calls and emails.
* Communicating and updating the SISD staff and contractors effectively and professionally.
* Maintaining asset data and preparing reports.
* Preparing FM monthly report.
* Processing invoices and raising requisitions.
* Sourcing and procuring FM related consumables.
* Preparing, printing, binding, and archiving, when necessary, all FM related documents/reports/drawings and certificates.
* Receiving event requests via room booking system and coordinating with the FM team.
* Documenting daily and weekly facilities inspections, communicating findings and developing action plans as a result of these findings.
* Keep compliance documents folders up to date for authorities' inspection, hard and soft copies.
* Keep all 3rd party contractor's documentation like passport, IDs and CP trainings etc up to date.
Key Relationships
Internal: Head of Operations the management team, all administrative and
academic staff.
External: DHCC, DEWA, Empower, KHDA, Dubai Civil Defense and other government
authorities.
Position Requirements
Education:
* Diploma holder in Office Administration.
* Facilities Management related qualification preferred.
Experience:
* Minimum ‎3 years of experience in Facilities Management Administration role essential.
* School based experience preferred.
* Experience in use of helpdesk software.
* Asset management experience an advantage.
* Advanced in using office tools like MS Office including Word, Excel, etc. and operate basic office equipment.
Competencies:
* Be an exceptional communicator
* A proven track record of meeting deadlines through effective management, organization and planning of work
* High integrity
* Diligent work ethic
* Be adapt at having oversight of multiple projects at any one time
* Be able to build effective relationships with a wide range of people including parents, colleagues and the wider community.
* Be a good team player
* Be a flexible, proactive problem-solver with an analytical mind and a creative approach to challenges
* Culturally agile and adaptable
* Understanding the complex and demanding environment of an international school community
Salary & Benefits: Competitive remuneration and benefits
Contract: Fixed Term contract
Application:
Candidates are requested to submit ALL of the following documents:
* Cover letter of one page, explaining your strengths as a candidate and why you are interested in this position
* Current CV not to exceed two pages
* ‎3 professional references with current contact details (position, phone number and e-mail address) not older than ‎5 years. One of which must be your current Principal and another your current Line Manager
Please send your application through the submission form below.
Due to the expected volume of applications we will only contact those
applicants that are shortlisted for interview.
We are committed to providing a safe and happy environment for all our
employees and in which our students can thrive and learn. We are committed to
safeguarding and promoting the welfare of all our employees and students. All
employees are subject to appropriate vetting procedures including satisfactory
criminal record checks from both country of residence/home country and any
other country of residence.