Administrative Support Coordinator Transguard Group LLC

Job Purpose:

To provide comprehensive administrative, procurement, and operational coordination
support to the JIFF facility. This role ensures smooth day-to-day operations, efficient procurement cycles,
coordinated vendor and service provider engagement, and effective documentation and compliance with
applicable standards, including support during audits and review meetings.

Key Responsibilities:

1. Procurement and Purchasing Support

• Register new vendors as identified by JIFF and maintain an updated vendor database.
• Maintain an active and current list of contractors and suppliers, including contact details.
• Obtain material/service item codes from the operating company for new purchases.
• Coordinate with vendors to collect required documentation, including formal quotations and
compliance forms, as per JIFF team instructions.

• Liaise with the operating company’s procurement department to follow up on Purchase Order

(PO) placement.

• Track and follow up with vendors to ensure timely delivery of materials and services.
• Assist in goods acceptance in coordination with the respective JIFF departments.
• Coordinate invoicing and delivery documentation with vendors.

• Follow up with the operating company finance department to ensure timely vendor payments.

2. Spot Purchases and Consumables Management

• Conduct local or emergency purchases as required, including:
o Groceries for JIFF, ITP common areas, and satellite offices.
o PPE items for JIFF staff.

o Cleaning and sanitation supplies. o Office stationery.

o Gardening and tricycle consumables.

• Manage PPE inventory: flag shortages, confirm department needs, liaise with vendors, follow up

on PO issuance, and ensure deliveries.

3. Vendor and Service Coordination

• Act as the main point of coordination for service contracts, including:
o Housekeeping

o Security (for JIFF, ITP, and satellite offices) o Gardening

• Liaise with utility and telecom service providers:

o DEWA for electricity/water o Etisalat for telecom

o Dubai Airports for rental invoices, radio services, and related facilities
• Coordinate with finance for all vendor, utility, petty cash, and rental payments.
• Support coordination with participating JIFF JV companies for timely renewal of Airport Driving
Permits (ADPs) and staff Airport Pass renewals.

• Arrange and coordinate with external training providers for staff training programs.

Classification: ENOC Public

• Coordinate quarterly performance review meetings with AMC (Annual Maintenance Contract) vendors in collaboration with JIFF functional teams.

4. Vehicle and Pass Administration

• Facilitate annual RTA registration of JIFF vehicles.

• Manage issuance and renewal of airport passes for JIFF and contractor vehicles.

• Coordinate Salik tag changes as needed.

• Monitor and share weekly VMS (Vehicle Monitoring System) reports with the JIFF Manager to address staff driving behavior issues.

5. Administrative and Operational Support

• Handle location-level petty cash, including disbursements and reconciliations.

• Provide administrative support for:

o OMC, OCTC, and other staff or safety meetings

o Employee functions and gatherings

• Monitor attendance management systems, generate reports, and perform basic analysis.

• Interface with participating company HR/admin departments for leave, overtime, and personnel-related administration.

• Maintain organized records for:

o Administrative documentation

o Training attendance

o Accounting and financial documentation

o Project-specific documents

• Manage inventory of store supplies, pantry, and office stationery.

6. Documentation and Governance Control

• Act as Document Controller for JIFF governance documentation:

o Policies and procedures

o QA/QC records

o HSSE compliance documentation

o Work instructions and operational manuals

7. Project Coordination and Audit Support

• Coordinate with Dubai Airports and vendors to process ad-hoc gate passes, vehicle/material clearance letters, and other project access requirements.

• Support management in tracking and following up on action points arising from OMC, OCTC, operational, and vendor meetings to ensure timely completion and reporting.

• Assist in managing AMC contracts, ensuring validity, scheduling, service performance tracking, and documentation for renewals.

• Actively support JIFF audits (e.g., JIG, IATA, Airport Safety, HSSE) through coordination with internal departments, tracking findings, and assisting with documentation and closeout.

• Prepare PowerPoint presentations and other visual aids for meetings as required.