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IRIS Executives, leader in Emiratization and Executive Search, is urgently looking for a Head of Coordination and Follow up - UAE National for one of its largest clients in Abu Dhabi.
Job Title: Head of Coordination and Follow up UAE National
Job Location: Abu Dhabi
Remuneration: Competitive
Job Responsibilities:
Job Objective
Manage and control all administrative activity carried out by The Chairmans Office of the company including but not limited to implementation of sections procedures and management of the administration team members to achieve the desired objectives in terms of deliverables and timelines.
Key Responsibilities/Duties
A. Strategy and Planning

• Develop and manage the implementation and update of the section related policy, procedures manual, delegation of company, systems user manuals and standard forms, and ensure compliance across the company and alignment with the companys overall policies and procedures.

• Develop and manage the implementation, and update of the sections strategic, budget and procurement, and operational plans ensuring alignment with the department and sectors strategy and objectives, and the companys mission and vision.

• Ensure effective cascading of the department and sector strategy and objectives, and the companys mission and vision into the sections strategic, budget and procurement, and operational plans to achieve the companys overall objectives.

• Develop the sections Key Performance Indicators (KPIs) in line with the companys overall objectives and ensure individual KPIs are met to improve efficiency and effectiveness.

B. Operations (with sub-headings)

• Manage the planning and coordination of administrative procedures and systems, and develop ways to streamline processes.

• Manage the administrative tasks to ensure coordination among the Chairmans Office team in an effective and efficient manner.

• Manage the provision of administration support to all employees under the Chairmans Office including but not limited to travel and hospitality, logistics and transportation, mail and filing, meetings, and events, etc., as per the budget, policies, and procedures of the company.

• Organize the Chairmans schedule of meetings and agenda, and ensure accuracy of information and well-organized itineraries.

• Manage arrangement of the Chairmans internally and externally engagements with the related clients including scheduling of meetings, preparing of agendas and documentations, and coordinating with relevant stakeholders to ensure meetings are well organized.

• Manage the Chairmans correspondences including review and follow up of incoming mails, preparation of appropriate responses and convey future communications to relevant sectors and employees of the company in order to take the necessary measures and ensure to follow up and submit results to the Chairman.

• Manage the preparation of related reports, memos, letters etc. and review reports to ensure accuracy of information and timely submission.

• Manage the internal databases for all documents and correspondence related to the Chairmans Office for record keeping and referencing and ensure confidentiality of information.

• Follow up on the Chairman's directives and business requirements and ensure their implementation in coordination with the relevant organizational units.

• Manage and organize outgoing and incoming communications from and to the Chairman Office and provide the necessary support.

• Manage and control various administrative policies and procedures to ensure administration service methodologies are kept up to date with relevant best practices.

• Manage the delivery of infographic information in collaboration with relevant organizational units to support the company business requirements.

C. Talent Management and Development

• Manage the effective achievement of assigned section operational goals through effective leadership by setting individual objectives, managing performance within the section, and developing and motivating the team to maximize performance.

• Monitor a sections training plan to ensure that the team attends all trainings and development activities required for the role for continuous performance improvements.

• Conduct performance evaluation of subordinates against KPIs by monitoring individual performance, reviewing progress reports, recommending corrective actions, and providing overall assessment to support the achievement of the companys overall objectives.

• Manage team workload within the section through the appropriate delegation of work.

• Motivate subordinates, especially focusing on developing capabilities of UAE National employees, to develop a motivated and high-performance team.

D. Corporate
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• Ensure employee adherence and compliance with all the company corporate policies, procedures and guidelines (HR, IT, Procurement, Finance, Health and Safety etc.) within the assigned section.

• Manage and review sections related correspondence such as e-mails, memos, and letters to ensure professionalism, completeness and accuracy of information.

• Manage the retention, documentation, preservation, and archive of sections related physical and electronic records in accordance with relevant policies and procedures.

• Manage any section related queries and ensure that required response and support are provided to relevant the companys organizational units and employees as and when required.

• Ensure relevant technologies used within the company are utilized by employees in order to optimize work efficiency.

• Ensure compliance with the companys values, Code of Business Conduct and ethics at all times to support the establishment of a value driven culture within the company.

• Ensure the implementation of the relevant health and safety legislation, policies and procedures, in the performance of duties within the assigned section.

• Lead the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

• Ensure that all reports are prepared accurately, submitted timely and meet the company requirements and quality standards.

E. General
xc2xb7 The level of performance should reflect the academic qualification, type of courses in the field of specialization, employee job level, and the level of productivity.
xc2xb7 The academic and professional certificates required and approved by the company should be acquired within the period specified and based on the employees Individual Development Plan.
xc2xb7 Perform the task and responsibilities independently unless an approval or directive was obtained to delegate the task to other employees in case of incapability to perform the tasks and responsibilities.
xc2xb7 Ensure teamwork, collaboration, and dedication in performing duties.
xc2xb7 Showcase a strong leadership to the team members.
xc2xb7 Knowledge and awareness about the capabilities of the subordinates and showcase a strong knowledge in the field of specialization.
xc2xb7 Provide the required support and guidance to the subordinates.
xc2xb7 Take responsibility of the decisions made.
xc2xb7 Execute any other task and activities as per the leadership directions.
To qualify for this role, you must have:
xe2x96xaa 10 12 years of relevant experience with preferably 3 years in supervisory role
xe2x96xaa At least 4 years working with C level
xe2x96xaa Proficiency in Arabic and English
xe2x96xaa Bachelors in Business Administration or related field