Security and Stakeholder Administrator

Job description

Security and Stakeholder Administrator

Date: Nov 10, 2026

Location: 

Dubaï, AE, 114190
#job-location.job-location-inline { display: inline; }

Brand: KEOLIS

Contract Type: Permanent contract

This role reports to the Head of Security and Stakeholder and give administrative assistance to the Security and Stakeholder Department

KEY RESPONSIBILITIES

 

Strategic

·  Act as Security and Stakeholder Relations Department first point of contact with people from both inside and outside the organization.
·  Perform and carry out duties as instructed/ directed by the Head of Security and Stakeholder Relations.
·  Keep track of Security and Stakeholder Relations staff records including contact details and emergency contact details.

 

Financial

·  Manage the petty cash of the Security team under the supervision of the Security managers.

 

Stakeholder / Customer

·  Issuing the staff depot car pass of Dubai Metro and Tram to New Joiners, Existing employee, Contractor/Third Parties and etc.
·  Responsible in scheduling meetings, taking minutes of the meeting and ensure that action register is always updated and TOR is in place including:
● ESIG Meeting.
● Multimodal Meeting.
● Rail Agency Security Committee Meeting
● KM Security Meeting with FSG-Security
● Any other required meetings within the department.
·  Responsible for maintaining records of all documents received from the Training Department.
·  To act as the Aconex Administrator for Stakeholder Relations and Security Department:
● Monitoring correspondence.
● Assisting in drafting responses.
·  Liaise with the contractor about the invoices and other document requirement.

 

Operational

·  The Security and Stakeholder Administrator will be responsible for providing administrative and clerical support to the Security and Stakeholder Relations Team.
·  Managing the calendar of the Security and Stakeholder Relations Team.
·  Registering of associated details in the appropriate database(s).
·  Co-ordinate with all concerned parties to ensure an efficient level of general office support activities – e.g. filing, diary keeping, stationery, meeting rooms management, procurement requisitions.
·  Assist the Security and Stakeholder Relations Department in complying with documentary requirements, process requests by acquiring proper signature and submit relevant parties.
·  Responsible for monitoring attendance, overtime, annual leave and sick leaves
·  Facilitating the request of the Security and Stakeholder Team liaise with the contact person (work related to IT, procurement, facilities and cleaning, document review, etc.)
·  Gathering the information about the challenges in security perspective from the Security and Stakeholder managers to prepare the meeting material of the Bi-weekly meeting
·  Providing the security incidents related to unauthorised access and unsecured restricted area to Performance and Planning Team.
·  To perform as Dynamics 365 user:
● Raising purchase requisition.
● Generate Accrual reports.
● Process reimbursement via Claim forms.
·  To perform as Q-pulse user.
● Preparation of the draft, Document Change request form and Briefing Note form.
● Communicate with the reviewer to check and confirm the changes of the details..
·  Compiling the Executive Monthly reports with the details provided by the Security Team and Tram Management Team.
·  Coordinate with IT department about issues related to IT Programs and system.
·  Sub-admin to Sharedrive folders of the Security and Stakeholder team.
·  Ensure compliance with the Keolis-MHI Management System and all relevant business processes, procedures and work instructions to deliver all work with appropriate quality and governance standards.
·  Ensure compliance with all training requirements of Keolis-MHI and ensure adherence to these requirements at all times whilst in employment.
·  Perform other duties as required by the Head of Security and Stakeholder Relations or/and Chief Operation Officer.

 

Capability /People

·  Coordinates company events including team building, away day, annual event, briefings/presentations to make sure it runs smoothly and successfully.
·  To exercise personal duty of care for their own health, safety and welfare and for those affected by their acts or omissions; reference Keolis-MHI organisational HSE responsibilities.

 

MINIMUM QUALIFCATIONS

Min.

Required

Desirable

Education

A bachelor degree holder in Business Administration and/orrelevant professional qualifications

Experience

A minimum of 3 years as an Administrator.

Skills /
Training

● Excellent level of English comprehension, spoken and
writing skills and in numeracy skills required to take
minutes, prepare, edit, proof read letters, reports, etc.
● Excellent communication and influencing skills.
● Familiar and excellent in using Microsoft 365.
● Highly organised and methodical in approach to work.
● Motivated and flexible to work in a time-sensitive
environment to respond quickly and effectively to
unanticipated high workloads, events and emergencies.
● Ability to liaise in a professional and persuasive manner
with staff including RTA, Dubai Police etc. at all levels in
the organization.
● A dynamic, high energy individual who can support
several groups/sections within a department.
● A mature and responsible approach to work and use
initiative to solve problems and be able to liaise in a
professional and persuasive manner with staff at all
levels in the organisation.
● Strong organisational skills, detail oriented, and the
ability to handle multiple priorities.
● Ability to maintain confidentiality in handling highly
sensitive, confidential and non-routine information
● Arabic speaker is an advantage

Training
● Risk Assessor Training
● Q-Pulse
● Microsoft 365 (Outlook, Word, Excel, PowerPoint,
Dynamics 365, etc.)
● KM Leadership Program
● People management

Job Segment: Police, Clerical, Procurement, Database, Security, Administrative, Operations, Technology