Airport Emergency Planning Officer

RAK Airport

Job Purpose

To support the planning, coordination, documentation, and implementation of the airports Emergency Preparedness and Business Continuity programs. The role ensures operational readiness by maintaining up-to-date plans, assisting in risk assessments, coordinating drills, and complying with GCAA and ICAO regulatory requirements. Provides administrative and operational support for incident management, training, and audits.

Functional Accountabilities

Emergency Preparedness and Planning

• Assist in reviewing and updating the Airport Emergency Plan (AEP) and its annexes.
• Coordinate with departments to collect input for updates to response procedures.
• Maintain up-to-date emergency contact lists and response roles.
• Track document revisions and version histories in the Document Management System (DMS).
• Prepare and distribute planning materials to internal stakeholders.

Business Continuity Management

• Support the documentation and maintenance of departmental Business Continuity Plans (BCPs).
• Assist in compiling data for Business Impact Analyses (BIA).
• Coordinate with business units to gather inputs for continuity planning updates.
• Help monitor plan review schedules and ensure timely updates.
• Maintain an inventory of critical functions, assets, and continuity resources.

Crisis Management

• Assist in maintaining and updating Crisis Management Plans in line with GCAA and ICAO requirements.
• Support setup and documentation flow within the Emergency Operations Centre (EOC) during crises.
• Record decisions, actions, and communications during crisis events for official logs.
• Assist in coordination with internal and external stakeholders during crisis simulations or real events.
• Support documentation of corrective actions identified in post-crisis reviews.

Training and Drills

• Support the planning and scheduling of emergency exercises (e.g., TTX, partial, full-scale).
• Prepare training materials, attendance records, and evaluation forms.
• Document lessons learned and assist in preparing drill reports.
• Coordinate logistics for drills, including room bookings, notifications, and documentation.
• Track training compliance for emergency team members.

Risk Assessment and Mitigation

• Assist in collecting and organizing data for risk assessments and HIRAs.
• Maintain a risk register and track mitigation actions in documentation.
• Support workshops and meetings related to risk identification.
• Ensure risk documentation is reviewed and properly archived.
• Align risk inputs with updates to AEP and BCPs.

Regulatory Compliance and Documentation

• Ensure documents comply with GCAA CARs ICAO Annex 12, 13, 14, 17 & 19, and internal standards.
• Track regulatory submission timelines and maintain approval records.
• Maintain version control logs, change histories, and audit-ready document folders.
• Assist with the preparation of compliance reports and inspection support materials.
• Format and organize documents to meet GCAA formatting requirements.

Incident Management and Response

• Provide administrative support during incident activation (EOC setup, documentation, etc.).
• Record actions, decisions, and communications in real-time for post-incident reviews.
• Archive incident reports, logs, and debrief documents.
• Assist in implementing updates to plans based on incident outcomes.
• Prepare documentation packages for internal and regulatory debriefs.

Financial

• Assist in tracking and organizing financial records related to emergency planning projects.
• Maintain procurement records for training, software, or emergency response tools.
• Support budget documentation for drills, continuity tools, and consulting services.
• File invoices, quotations, and expenditure approvals in line with finance procedures.
• Help prepare financial summaries for internal reporting or audit purposes.

Others

• Perform any additional duties assigned by the AEP and BCP Manager or airport leadership.