The role of the Project Management Office (PMO) is to ensure the successful delivery of a portfolio of projects on Dubai Metro & Tram by Keolis-MHI. The portfolio of projects includes Transformation Projects (Committed Obligations as per the Keolis-MHI Agreements) and RTA\'s Projects required over and above the normal Services by RTA. The global role of PMO is to lead the delivery of these projects by the Keolis-MHI organization, especially by providing Project Management expertise and support, delivering programme management and reporting and being the first point of contact for RTA in relations to projects.

MAIN RESPONSIBILITIES

• Management of Third-Party Insurances Claims process (RTA Insurance)

• Ensure follow-up of the Third Parties Insurance Claims until the closure of the process. It includes gathering and sharing all necessary information/ documentation with concerned stakeholders, follow-up on work completion, oversee procurement of repair services, invoicing and completion reports.
• Acting as the focal point of contact with all involved stakeholders (E&M teams, contractors, procurement, Finance, Insurance company\xe2\x80\xa6) in relation to Third-Party Insurance Claims process
• Acting as the focal point of contact to RTA in relation to Third-Party Insurance Claims process
• Maintain close coordination for all incidents and action to achieve KPI
• Delivering reporting in relations to Third Parties Insurance Claims

• Management of Third-Party Support Requests

• Support Head of PMO/Deputy in managing Third-Party Requests raised to Keolis-MHI PMO
• Maintaining a tracker of all Third-Party Requests
• Coordinating with Third-Parties for commercial aspects - in close coordination with Commercial Department
• Based on inputs from internal stakeholders and Third-Party, prepare Commercial Proposals and receive PO - in close coordination with Commercial Department
• Monitoring works completion with internal stakeholders and Third-Party and liaise with Finance for invoicing
• Delivering reporting in relations to Third-Party Requests

• Support to Projects

• Provide necessary assistance in administering and managing O&M Projects
• Carryout simple operation projects under supervision of Project Manager/Engineer
• Provide admin support to input projects data into MMS (Maximo) at various stages of the project life-cycle on behalf of the projects team. Act as Maximo Champion for the PMO.
• Provide admin support to raise Purchase Request / Receiving into MS Dynamics
• Arrange and coordinate site visits to Stations, Depots, Keolis-MHI Offices and Other Keolis-MHI Sites for contractors
• Provide necessary information to contractors, gather required information from site visits, to monitor the progress of works on site, to prepare progress reports
• Provide site supervision on site during works to ensure ease of access and safe work without disruption to the Metro operations and maintenance and with minimal disturbance to passenger flow in the station during operation hours
• Brief the contractor/ consultants on building safety and evacuation routes during site visits
• Produce reasonably detailed site visit reports with pictures and descriptions of findings
• Act as Person IN Charge (PIC) for contractor\'s works when instructed
• Assist in enabling authorised access to stations, depots, Keolis-MHI offices and other Keolis-MHI sites
• Ensure that the facilities are in a safe and good working condition and report any abnormalities to concerned parties
• Prepare progress reports (daily, weekly, monthly) for the activities undertaken, pre-& post inspection reports and any other ad-hoc reports as required by projects team
• Prepare incident/ accident reports and inform concerned parties
• Support the projects team in administering and processing PTW and ACCA applications received for sponsorship. Circulate it to stakeholders for review and comments. Process it until satisfactory review, approval and issuance to requesting party
• Ensure awarded contractor personnel receive necessary Keolis-MHI briefings and induction activities surrounding work safety and ensure that safety standards and procedures are in place
• Maintain good and harmonious relationships with all contractor\'s and client and respond to any complaints promptly. Identify any necessary steps to prevent any contractor causing inconvenience to others and report to the projects team
• Provide effective communications and information with internal and external parties in an efficient and timely manner
• Perform and carry out other co-ordination duties as instructed by the projects team
• Perform site visits for contractor\'s execution works for quality & safety as per project requirement
• Perform advanced clerical or administrative works requiring excellent communication and coordinating skills;
• Take personal responsibility and accountability for delivering job outputs participates cooperatively and makes constructive contribution to team efforts

KNOWLEDGE REQUIRED

• Basic understanding of Project Management methodologies, approaches and tools
• Thorough understanding of station operations, maintenance and associated activities carried out on the Metro

KEY SKILLS

• Ability to read and write technical reports, routine business correspondence, prepare daily/ weekly/ monthly reports
• Mature, proactive and responsible approach to work with initiative and problem solving capability
• Ability to liaise in a professional and persuasive manner with staff at all levels in the organisation
• Good communication skills and the ability to manage multiple tasks efficiently and work proactively in a fast-paced, team-oriented environment
• Good literacy and numeracy skills required for the role
• Ability to understand complex systems and possess good IT skills
• Strong organisational skills, detail oriented, and the ability to handle multiple priorities
• Ability to work to tight deadlines in a demanding environment
• Accuracy and attention to detail
• Maintain up to date knowledge for the safe and efficient performance of all duties
• Participate in project work including refurbishment of existing building equipment/systems and/or new installations
• Provide effective communication with management, peers, contractors, subcontractors, project subcontractors
• Must have good writing and presentation skills for reports in the English language

EXPERIENCE

• Preferably 5 years Metro experience in administrative role, site supervision experience will be an advantage
• Must be well-versed with MS Word, MS Excel and MS Power point
• Knowledge of Maximo and related workflows will be an advantage

EDUCATIONAL QUALIFCATION

• Ideally a diploma/ degree holder in Engineering with administrative background or related discipline
• Certified in Project Management training will be an advantage (Prince2, PMI, etc.)

Keolis