Administration Officer - Licensing

Licensing Activities and Support

 Assist the line manager on day-to-day activities with regards to various requirements of the Department

 Administer day to day activities with focus on providing assistance to the line manager. Works on the diary management, conveying directions, or requests offering support while maintaining role efficiency.

 Initiate requisitions for office supplies and make sure of the availability of supplies all the time.

Communication

 Manage all inbound and outbound communications of the line manager, including letters, mails, and announcements, in order to ensure that information is disseminated accurately. Write and edit correspondence, utilising extensive knowledge of the organisation’s processes and procedures.

 Communicate with key external parties or internal business to seek, furnish, and to follow up on essential required information.

 Receive and guide visitors to the office ensuring all arrangements for meetings; presentations etc. are made to facilitate smooth implementation.

Certification and Licenses

 Produce the relevant certificates/approvals and/or recommend for certification/approval

 Administer the examination process in the relevant area while ensuring continued compliance with standards, procedures and policies.

 Provide support in safety-related investigations, coordinating support where operational issues are relevant to the inspectors.

 Process the licensing applications in line with the approved policies, standards and procedures.Document Management

 Maintain a comprehensive record of relevant certification, reports, recommendations and general documents to ensure an accurate record and evidence base.

 Receive, classify, consolidate and/or summaries documents and information, maintaining records of documents processed according to standard procedures to facilitate the use by Management/Inspectors.

 Organize and maintain the section filing system to ensure compliance with GCAA record management procedures (Archiving activities).

 Investigate and research files and documents in order to establish or clarify facts required to progress queries raised internally or externally.

 Maintain and organize the retention of approved manuals and other related documents for quick reference.

Safety Policy / Safety Promotion and Culture

 Assist in the implementation of safety promotion activities to disseminate and nurture a safety awareness culture in the UAE civil aviation industry and to keep industry players abreast of changes to relevant rules, regulations and other aviation safety developments.

Administration of Sectional Correspondence and Customers

 Handle daily customer services and customer relations on application of approvals, certificates, permits, documentation submissions and payment of fees/dues and other administrative issues.

 Administer the preparation, distribution and collection of application forms from various applicants and provide assistance in filling the respective forms to ensure accuracy and completeness of data and information.

 Give input to received complaints and grievances from applicants to ensure that they are properly logged and forwarded to the department or individual concerned.

 Prepare draft correspondence to operators with regard to various concerns and submit to the line manager for signature to ensure that all communications are properly and timely relayed to individual concerned.

 Issue and release licences and certificates to individual concerned to ensure that proper control of issuance is observed, and the rightful applicant is receiving the licence.

 Participate as necessary in the front office and customer office for personal licensing to ensure that applicants and visitors are properly assisted in their business transaction with the department.

Reporting

 Ensure that all functional reports are prepared timely and accurately and meet GCAA requirements and quality standards.

Health, Safety and Environment within GCAA

 Ensure compliance with all relevant health, safety, quality and environmental management procedures and controls to guarantee employee safety, legislative compliance, delivery of high-quality products/services and a responsible environmental attitude as per IMS available standards

Other Tasks/ Accountability

 Perform additional tasks relevant to the role / area of expertise as requested by the management to be able to achieve the objectives/commitments.