Only GCC Countries Candidates (with experience in Government Sectors - direct or 3rd party)

Responsibilities of the Service Provider:

1. Facility Management and Logistics Services

Building Maintenance & Upkeep: Routine inspections and preventive maintenance for office spaces, common areas, and building infrastructure.

Cleaning & Sanitation Services: Daily cleaning, deep cleaning schedules, and sanitation compliance to ensure a hygienic work environment.

Waste Management & Recycling: Regular waste collection, segregation, and implementation of eco-friendly disposal practices.

Pest Control Services: Scheduled pest inspections and extermination measures to maintain a pest-free environment.

Landscaping & Grounds Maintenance: Maintenance of outdoor areas, gardens, and green spaces, including irrigation and seasonal planting.

Space Planning & Office Moves: Coordination of office relocations, space reconfiguration, and workstation setup.

Energy & Utilities Management: Monitoring and optimizing energy consumption, water usage, and other utilities to ensure cost efficiency.

Vendor & Contractor Coordination: Managing third-party service providers for specialized facility needs and ensuring service level compliance.

2. Fleet Management

Vehicle Procurement & Maintenance: Managing the acquisition, leasing, and regular maintenance of company vehicles to ensure operational readiness.

Vehicle Tracking & Optimization: Implementing fuel management systems to enhance route planning and reduce operational costs.

Regulatory Compliance: Ensuring all vehicles meet local transportation regulations, insurance requirements, and scheduled inspections.

Usage & Cost Reporting: Generating regular reports on vehicle utilization, fuel consumption, and operational costs for continuous optimization.

3. Procurement and Supply Management

Sourcing & Vendor Management: Identifying, evaluating, and managing suppliers to ensure high-quality and cost-effective procurement.

Inventory Management: Monitoring stock levels, tracking usage trends, and ensuring timely replenishment of office and operational supplies.

Contract Compliance: Establishing agreements with suppliers, ensuring adherence to contract terms, and managing procurement risks.

Order Processing & Fulfillment: Coordinating purchase requests, order approvals, and timely delivery of required materials and equipment.

Cost Optimization & Budget Control: Implementing cost-saving initiatives and maintaining budgetary controls on procurement activities.

Quality Assurance & Vendor Performance: Conducting periodic evaluations to ensure vendors meet service level expectations and quality standards.

4. Government Event Organization

Event Planning & Coordination: Managing the end-to-end planning of government events, including venue selection, scheduling, and logistics. Manage catering, transportation, security, and other essential services to enhance event operations.

Protocol & Compliance Management: Ensuring adherence to official protocols, governmental procedures, and security regulations for high-profile events. Provide logistical support for official events and meetings.

Guest & VIP Management: Coordinating invitations, travel, accommodations, and on-site hospitality for dignitaries, officials, and VIPs. Supervise hospitality arrangements and setups.

Event Setup & Branding: Overseeing stage design, branding materials, and audiovisual requirements to align with government standards and event objectives.

On-Site Operations & Execution: Managing event staff, coordinating real-time logistics, and ensuring smooth execution of scheduled activities. Coordinate with relevant government entities, ensuring all protocols and formalities are adhered to.

Post-Event Reporting & Analysis: Providing comprehensive reports on event outcomes, feedback collection, and improvement recommendations for future events. Oversee post-event activities, including feedback collection, reporting, and venue cleanup.

5. Asset Management

Asset Tracking & Inventory Management: Maintaining a centralized record of all physical assets, including office equipment, IT hardware, and furniture.

Lifecycle Management: Overseeing the procurement, deployment, maintenance, and disposal of assets to maximize efficiency and cost-effectiveness.

Preventive Maintenance Scheduling: Implementing scheduled service and repairs to extend asset lifespan and prevent unexpected failures.

Asset Utilization Optimization: Ensuring efficient use of assets by tracking their deployment and identifying underutilized resources.

4 Procurement Department

Compliance & Risk Management: Ensuring adherence to regulatory requirements for asset management, including warranties, depreciation tracking, and disposal procedures.

Reporting & Auditing: Conducting regular audits and generating reports on asset conditions, movements, and financial impact.

6. Emergency and Rapid Response Services

Incident Management & Immediate Response: Establishing a 24/7 emergency response team to handle urgent situations, including fire, medical emergencies, security breaches, and facility failures.

Disaster Recovery Planning: Developing contingency plans for business continuity in case of major incidents such as natural disasters, cyber threats, or critical infrastructure failures.

Medical Assistance & First Aid: Ensuring availability of trained personnel and necessary medical equipment to provide immediate first aid and coordinate with emergency medical services.

Security Threat Response: Implementing rapid intervention protocols in case of security incidents, unauthorized access, or potential threats to personnel and assets.

Facility Restoration & Damage Control: Coordinating maintenance teams to address facility damages and restore operations following an emergency.

Communication & Coordination: Establishing a structured emergency communication system to notify relevant stakeholders and ensure a swift, organized response to any crisis.

Training & Drills: Conducting periodic emergency drills and staff training to enhance preparedness and response efficiency in crisis situations.

8. Environmental, Health, and Safety Management

Manage sustainability programs and reduce resource consumption.

Regulatory Compliance & Reporting: Ensuring adherence to all environmental, health, and safety regulations and submitting necessary reports to regulatory authorities.

Workplace Safety Programs: Implementing safety protocols, conducting hazard assessments, and ensuring compliance with occupational safety standards.

Environmental Sustainability Initiatives: Developing eco-friendly practices, reducing waste, and promoting energy conservation.

Incident Investigation & Risk Mitigation: Identifying hazards, investigating workplace incidents, and implementing corrective actions to prevent future risks.

Training & Awareness Campaigns: Conducting regular training sessions and awareness programs on safety, and environmental best practices.

9. Coordination with Other Departments

Support the execution of government projects and activities by providing required services.

Interdepartmental Communication: Establishing seamless communication channels between General Services and other departments to enhance operational efficiency. Work with various departments to meet their logistical and administrative needs.

Issue Resolution & Support: Providing rapid response and assistance with departmental service requests to maintain smooth business operations.

Resource Sharing & Optimization: Coordinating the shared use of facilities, transportation, and other resources to improve cost efficiency.

Regular Coordination Meetings: Scheduling periodic meetings with key stakeholders & GS Business Partner to review service performance, address concerns, and implement improvements.

10. Service Improvement and Development

Continuous Improvement Initiatives: Identifying and implementing process enhancements to optimize service delivery. Implement initiatives to enhance performance and reduce costs.

Performance Monitoring & Feedback Mechanisms: Establishing KPIs and soliciting stakeholder input to drive improvements. Evaluate the efficiency of services and identify areas for improvement.

Technology Integration: Leveraging automation and digital solutions to enhance efficiency.

11. Policy and Procedure Development

Standard Operating Procedures (SOPs): Developing structured guidelines for all General Services activities.

Compliance & Governance: Ensuring policies align with ETCC and regulatory requirements.

Periodic Policy Reviews & Updates: Regularly reviewing and updating policies based on operational needs and best practices.

12. Periodic Reporting

Performance Reports: Providing regular reports on key service areas, highlighting efficiency and areas for improvement to the GS Business Partner & ETCC Leadership. Provide recommendations for service improvement or process development.

Compliance Reports: Documenting adherence to safety, regulatory, and operational standards.

Financial & Budget Reports: Summarizing cost analysis, expenditures, and cost-saving recommendations.

13. Promote Sustainability

Energy Efficiency Initiatives: Implementing measures to reduce energy consumption, such as LED lighting, motion sensors, and energy-efficient HVAC systems.

Waste Reduction & Recycling Programs: Encouraging waste segregation, recycling efforts, and responsible disposal of materials

Job Type: Full-time

Pay: AED9,000.00 - AED10,000.00 per month

Expected Start Date: 25/12/2025

Al Sahraa Recruitment Services

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Facilities Coordinator