Current Opportunities

QR20397 - Manager Facilities - Planning & Administration | Qatar Airways | Doha

Organisation: Qatar Airways
Job Function: Corporate Services
Division: Corporate Services (Division)
Employment Type: Full Time - Permanent
City: Middle East | Qatar | Doha
Last date of application: 31-Mar-2019

Qatar Airways

Welcome to a world where ambitions fly high.

From experienced pilots to dynamic professionals embarking on new careers, Qatar Airways is searching for talented individuals to join our award-winning team.

We take pride in our people—a dynamic and culturally diverse workforce is essential to why we are one of the finest and fastest growing airlines in the world.

We offer competitive compensation and benefit packages.

About Your Job:

In this exciting role within the Corporate Services department, you will be managing the administrative functions of the Corporate Services department including Transportation Management, Facilities Management Residential, Facilities Management Commercial, Property Management, Accommodation Management and Projects divisions. You would be directly responsible for all procurement, financial, human resources, administrative, utilities management, contracts, supply chain and assets management, and stores requirements for the corporate services department. 

 

Operational

Procurement

  • Oversee the Procurement process including but not limited to creation if items codes, raise PR, ensure PO are raised and items delivered and the cycle is completed with the Delivery Note and GRN generated.
  • Assist in the procurement process including providing input to SOWs, development of technical criteria, assistance with evaluation of vendor proposals and guidance during contract formulation, drafting and negotiation

     

    Financial

  • Oversee the Invoicing process. Ensure control mechanisms are in place.
  • Provide reports for financial and operational purposes
  • Plan, administer and control budgets for contracts, equipment and supplies
  • Monitor expenditure and liaise with BFO to check out on variances, if any
  • Raise CMC as per department’s needs.
  • Familiarize with all existing & updated financial policies.
  • Liaise with Accounts Payable for payment related issues
  • Prepare annual budget. Liaise with BFO to get variances on a monthly basis
  • Oversee the financial analysis

Human Resources

    • Prepare the organization chart, based on input from the department and ensure regular updates are made, and communicated to HR and Finance accordingly
    • Ensure all JD’s are updated in line with the company policy and department’s needs
    • Reconcile HR data with the department and ensure all are in line with the department’s structure. Report and correct data with HR Business Support.
    • Prepare and ensure the Check list of all new joining staff is maintained 
    • Administrative

    • Establish relationship with key internal and external stakeholders and disseminate information relating to Corporate Services operations to senior management
    • Establish and maintain long-term working relationships or partnerships between the stakeholders and selected supplies/ vendors with an objective to improve time-to-market and to safeguard capacity, quality, cost and continuity in the long term
    • Analyse internal processes, recommend and implement procedural or policy changes to improve operational performance

       

      Utilities Management

    • Oversee the Utilities Management Team and ensure all documentation is complete for waste skips, Water & Electricity, Qatar Cool, District Cooling and Gas
    • Ensure recharges are made to concerned stakeholders including but not limited to staff, other user departments, subsidiaries, tenants, etc
    • Ensure Checklist for building take over in relation to Utilities is complete. Variances, if any should be reported in the Letter of Acceptance and effort should be made to complete.
    • Ensure timely payment is executed to Kahramaa, Qatar Cool, Landlords, etc
    • Resolve issues with concerned bodies

       

      Contracts

    • Assess, track and identify key needs for Corporate Services operations to establish for long term contracts including specification, acquisition, maintenance and support requirements ensuring that contracts are capable of delivering results to support effective Operations
    • Assist with the effective implementation of supply contracts with an aim to achieve probity and proper performance of obligations by both parties
    • Establish performance requirements, set KPI and monitor contractor performance against targets
    • Regularly monitor contracts and make amendments as deemed necessary to achieve departments objectives and uninterrupted operation.
    • Ensure timely renewal of Contracts is carried out.

       

      Asset Management

    • Ensure all Financial & Non-Financial Movable Assets are maintained on the asset management system, that all assets are tagged, and all movements tracked including disposals and write-offs
    • Provide asset inventory and valuation when required
    • Perform cost benefit analysis and recommendations to propose use of excess assets in stock
    • Timely reconciliation and audit checks need to be carried out.
    • Check out for compliance issues and put controls in place to avoid discrepancies
    • Oversee the Supply Chain process and ensure timely delivery is maintained through various established channels

     

    About You:

    In order to be suitable for this role, you would have a Bachelor's degree or equivalent and a minimum 7 years of job-related experience required. Knowledge of principles and practices of Financial Control, compliance and administration, procurement, contract management and asset management are required. A suitable candidate would have excellent financial awareness with the ability to prepare a budget across many disciplines and track the spend against such. The ability to support operations with a corporate governance framework, resolve customer service issues with tact and diplomacy and ability to work with a broad and diverse internal and external customer base are key deliverables of this position.

    Note: you will be required to attach the following:
    1. Resume / CV
    2. Copy of Highest Educational Certificate
    3. Copy of Passport
    About Qatar Airways © 2019 Qatar Airways. All rights reserved

    1. OUR COOKIE POLICY

    1.1

    This is the cookie policy of Qatar Airways Group Q.C.S.C., organised and existing under the applicable laws of the State of Qatar, having its principal place of business at Qatar Airways Tower 1, Airport Road, PO Box 22550, Doha, State of Qatar ("Qatar Airways", "we", or "us"). By continuing to browse our website, http://careers.qatarairways.com (our “Website”), you have accepted our use of cookies, IP addresses and our use of other methods to collect website usage data as detailed in this Policy ("Cookie Policy")

    2. WHAT ARE COOKIES AND WHAT DO THEY DO?

    Cookies are small files that are stored on your browser or device by websites or apps that "remember" that your computer or device has accessed a website or app. We use cookies to deliver to you a more user friendly service by making it easier and faster for you to use our Website or Mobile Apps. Cookies help us understand whether you came to our website via a search engine, or by some other method, and what were the most popular elements of our Website or Mobile Apps. Cookies do not give us access to any other personal information on your computer or device other than the personal information you choose to share with us. Irrespective of saved cookies, for security reasons you must still log in each time you access areas of our site that require authentication.

    3. WHAT KIND OF COOKIES ARE USED ON THIS WEBSITE?

    3.1

    We use two types of first party cookies namely i) technically necessary cookies and ii) performance cookies as detailed below:

    • (i) Strictly necessary Cookies

    • Strictly necessary cookies are used to allow your request to access our Website, to move between pages and to receive services which you have requested. Strictly necessary cookies cannot be turned off via our Website preferences. If you choose to disable them from your browser, this may prevent you from using certain parts of our Website. Without these cookies, you will be unable to access basic functions of our Website including creating user profile or applying to an open vacancy.

      For example, we use cookies which are strictly necessary to:

      • (a) keep track of your session when you have logged in; and
      • (b) balance traffic on our Website to ensure that you receive a consistent and reliable service.

    • (ii) Performance

    • These performance cookies collect anonymous information about how you use our Website and help us improve the way our Website work such as which pages you visit most often and whether or not you experience any technical errors. These cookies do not contain any information that could identify you. For example, we use performance cookies to gain insight into how you use our Website so that we can quickly identify and fix any issues that may arise.

    4. HOW CAN I ENABLE OR DISABLE ACCEPTING COOKIES?

    Most web browsers automatically accept cookies but you can configure your Internet browser to accept or reject cookies, or to notify you when a cookie is set (check the "Help" menu of your browser to learn how to change your cookie preferences).

    Disabling cookies should not prevent you from using our Website, but certain features or functions of our Website may not be available to you if you disable or restrict the use of cookies.

    Our Strictly Necessary Cookies and Performance Cookies cannot be turned off. If you require more information or help to change your cookie preferences in your browser, please refer to the documentation of your device or browser that you are using to access the internet.

    5. WHERE CAN I LEARN MORE ABOUT COOKIES?

    For further information about cookies, please refer to your browser ‘help’ section or see www.allaboutcookies.org

    Session / temporary - These cookies are deleted from your device after you leave the Website.

    Permanent / persistent - These cookies are not deleted from your device after you leave the Website. They remain on your device for a longer period of time.

    First-party cookies – These cookies are set by the web server of the visited page and share the same domain.

    The table below summarizes the different types of cookie Qatar Airways uses on the Website, together with their respective purpose and duration (i.e. how long each cookie will remain on your device).

    Cookie Type Purpose Party Duration
    ASP.NET_SessionId Strictly Necessary 1st Session state Session
    ApplicantGatewayAffinity Strictly Necessary Load balancing 1st Session
    CookiePolicyAccepted Necessary Tracking acceptance of cookie policy 1st 1 year

    6. AMENDMENT OF THIS COOKIE POLICY

    We may amend this Cookie Policy with immediate effect from time to time to comply with law or to meet our changing business requirements without notice to you. Where local regulations require, we will obtain consent from you for any new uses of any cookie. You should read and review this page regularly to see if there have been any changes.

    7. QUESTIONS AND COMPLAINTS

    Should you have any questions about this Cookie Policy, please contact us at:

    • Qatar Airways Group
    • Qatar Airways Tower
    • PO Box 22550
    • Doha, State of Qatar


    For additional information about cookies, please visit:

    • www.allaboutcookies.org
    • www.youronlinechoices.eu
    • www.international-chamber.co.uk/our-expertise/digitaleconomy

    Recruitment fraud and scam alert

    Qatar Airways is proud to be an employer of choice for many candidates from around the world. However, there are unscrupulous individuals who look to take advantage of this. Qatar Airways never charges applicants for interviews, security deposits, or for placement. If you are asked for money as part of any Qatar Airways recruitment, please do not pay and then submit a report by clicking here with all accompanying e-mails and documents. Note that this link should not be used for purposes other than reporting suspected fraud and any other requests will be ignored.


    Alternatively, if you wish to contact Qatar Airways for other purposes, please visit our contact us page by clicking here.

    How can you tell if a recruitment communication comes from Qatar Airways?

    1) All e-mails should be from a Qatar Airways Domain (@qatarairways.com.qa or @.<>.qatarairways.com).

    2) Have you been interviewed by Qatar Airways? All applicants are interviewed prior to offer, Face to Face, Video, or Telephone, at a minimum.

    3) Is the visa process being dealt with through the On-Boarding Zone, and at zero cost to you? This is how Qatar Airways handles visas.

    4) If it is an expatriate role, is it in Qatar or the GCC? We rarely hire expatriates in other markets.


    Again, we appreciate your interest in a career with Qatar Airways, and wish you the best of luck in your recruitment process.

    1.

    Scope and Purpose

    This Candidate Privacy Notice (“Privacy Notice”) describes how Qatar Airways Group, Q.C.S.C (the “Company” or “We”) collects and uses personal information relating to Qatar Airways People worldwide, why we need it, how we use it and what protections are in place to keep it secure. It applies to the processing by Qatar Airways of all Personal Data we gather or use in connection with your relationship with us as a candidate when you use our career website, http://careers.qatarairways.com (from now on referred to as our "Website"), provided by us and when you interact with us using online and offline channels. We will only use your Personal Data in accordance with this Privacy Notice. Please note that there may be additional guidance issued in the country for which you may be applying to. Wherever such local guidance may be required to enable compliance with any local law or regulation, if that local guidance is in any respect inconsistent with this Notice, this Notice shall only apply to the extent that it is consistent, or may be made consistent, with that local guidance from time to time. This Privacy Notice can be changed over time to comply with law or to meet our changing business requirement. The most up-to-date Privacy Notice can be found on our Website. This Privacy Notice was last changed on June, 2018.

    2.

    Key Terms

    Personal Data” means information about you, and from which you could be identified as a natural person, including information which may be protected under the privacy or data protection laws of the country for which you may be applying to.

    Qatar Airways” “we” and “us” mean Qatar Airways Group, Q.C.S.C including its subsidiaries and branches.

    Qatar Airways People” and “you” mean prospective employees.

    “Sensitive Data” means special categories of information relating to your racial or ethnic original, political opinions, religious or philosophical beliefs, or trade-union membership and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural personal, data concerning health or sexual orientation.

    3.

    Privacy at Qatar Airways

    It is Qatar Airways’ policy to:

    (i) Tell you (either directly or in our policies) about how we will use your Personal Data;
    (ii) Only collect Personal Data from you when we need it for legitimate purposes or legal reasons;
    (ii) Ensure that your Personal Data is adequate, relevant and not excessive for the purpose for which we collect it;
    (iv) Not keep your Personal Data for longer than we need to;
    (v) Keep your Personal Data secure, and limit the people who can access it;
    (vi) Ensure that you know how to access your Personal Data and exercise your rights in relation to it, including being able to keep it accurate and up-to-date; and
    (vii) Ensure that any third parties we share your Personal Data with take appropriate steps to protect it.

    4.

    What Personal Data does Qatar Airways collect from and about you?

    During the application and recruitment process, we collect and use different types of Personal Data about you, depending on your circumstances, your role and the law, which may include without limitation:

    Type of Personal Data

    Description of Personal Data

    Information about you

    name, address, date of birth, marital status, nationality, race, gender, religion, and preferred language, details of any disabilities, work restrictions.

    Information to contact you

    Based on how you choose for us to contact you, your name, address, telephone (current work and home), and e-mail addresses.

    Information about who to contact in a case of emergency (yours or ours)

    Where you have provided this information, name, address, telephone, e-mail addresses of your emergency contacts and their relationship to you.

    Information to identify you

    Photographs, passport and/or driving license details.

    Information about your suitability to work for us and/or a relevant third party

    References, video interview recordings, phone screening records, previous employment information (including packages and benefits), background screening checks, medical information, medical fitness assessment, interview notes, work visas, ID information such as passport details and driving license information, records/results of pre-employment checks, including criminal record checks, credit and fraud checks.

    Information about your skills or experience

    CV’s, resumes and/or application forms, references, records of qualifications, skills, training professional licenses, professional certifications and other compliance requirements.

    Information about your terms of employment / previous employers/ previous applications

    Information relating to any previous applications to Qatar Airways and/or any previous employment history with Qatar Airways or employment details with other companies, salary information before/or after tax, immigration visas, work permits, non-disclosure agreements, separation documentation, release letters, end of service letters.

    Information that we need to provide you or your declared dependents, relatives and other relationships with benefits (e.g. sponsorship, medical insurance and travel) and other entitlements

    Name, passport, birth records, copy of your spouse’s name, proof of relation, identification details, dependants names, proof of relation, identification details.

    5.

    For what purpose will your Personal Data be used?

    5.1

    Your personal information will be used by Qatar Airways for the purposes of carrying out its application and recruitment process which includes without limitation:

    1. To administer your user account on our Website;
    2. To assess your suitability to work for Qatar Airways;
    3. To perform requisition and applicant management activities;
    4. To perform precision matching to job vacancies;
    5. To conduct screening, assessments and interviews;
    6. To maintain a library of correspondence;
    7. To make reference checks (where applicable), including providing information to third parties to conduct background checks;
    8. To make job offers and facilitate administration of employment contracts;
    9. To conduct medical fitness assessments to determine suitability of work;
    10. To conduct pre-employment checks, including determining your right to work in a specific jurisdiction and carry out criminal record and credit checks where applicable in accordance with local laws.

    5.2

    If you do not provide your Personal Data or choose to delete the Personal Data provided by you from the Company’s database, we may be unable in some circumstances to comply with our obligations and we will inform you about the implications of your decision. The purpose of this processing is to ensure the Company’s compliance with the law including but not limited to the prevention of crimes and disclosure of Personal Data and Sensitive Data to government institutions and supervisory authorities including the Ministry of Labour, Interior, Finance, and Human Development as required by law and solely based on legal requirements.

    5.3

    Where you disclose Personal Data on behalf of your referees or declared dependents, you undertake and will ensure that the individual whose Personal Data is supplied to Qatar Airways has authorized the disclosure, is informed of and consents to the terms and conditions of this Privacy Notice. Where applicable, the Personal Data of your declared dependents may be processed by us to enable your declared dependents to avail certain benefits based on your Contract of Employment and applicable Company policies. Where the disclosure is in respect of a minor’s Personal Data, you should do as only as the parent or legal guardian of that child.

    5.4

    Where necessary, we may keep Sensitive Data relating to your health, which could include GP reports and notes. This Personal Data will be used in order to consider how your health affects your ability to do the job for which you have applied.

    5.5

    If you are offered and have accepted employment with Qatar Airways, your Personal Data and that of your dependents collected during the recruitment process will become part of your employment record.  

    5.6

    If in the future we intend to process your Personal Data for a purpose other than that which it was collected, we will provide you with information on that purpose and any other relevant information.

    5.7

    We use automated decision-making methods to increase the efficiency of our recruitment procedures. The automated decision-making is applied to the responses provided by you to the application questionnaire and forms part of the initial screening process that ensures priority is given to those applications that meet our criteria(s) and business requirements. Our automated decision-making never uses Sensitive Data to automatically screen-out applications.  

    6.

    Sensitive Data

    Where we process Sensitive Data, we will always obtain your explicit consent to those activities unless this is not required by law, or the processing is necessary for the purposes of carrying out the obligations and exercising specific rights of the Controller in the field of employment. Where we are processing Sensitive Data based on your consent, you have the right to withdraw that consent at any time.

    7.

    How do we protect your Personal Data?

    We have security arrangements in place to guard against unauthorised access, improper use, alteration, destruction or accidental loss of your Personal Data. When we use third party organisations to process Personal Data on our behalf we ask them to demonstrate their compliance with our security requirements, and any instructions we may give them and their compliance with appropriate security, technical and organizational measures to protect the Personal Data as required by the applicable law. Other than as mentioned above, we will only disclose Personal Data about you or your dependants to third parties if we are legally obliged to do so or where we need to comply with our contractual duties to you, for instance we may need to pass on your Personal Data or that of your dependants to our external service providers (for e.g. payroll, pension, health insurance, hotels, other airlines, government institutions for visa related formalities). Thus, the third parties may receive or have access to your Personal Data or Personal Data of your dependants.

    8.

    Cross-border Transfers

    As a company based in Doha, State of Qatar, we may transfer Personal Data about you to other group companies for purposes connected with your recruitment process. In limited and necessary circumstances, your Personal Data may be transferred outside of the EEA or to an international organization to comply with our legal or contractual requirements. Consequently, you agree that your Personal Data may be subject to cross border data transfers, and may be processed in countries outside of your country of residence, and for individuals resident in the European Economic Area ("EEA"), this includes transfers outside of the EEA. Some of these countries may not have data protection laws that provide an equivalent level of data protection as the laws in your country of residence. We have in place safeguards to ensure that your Personal Data is adequately protected including entering into EU Standard Contractual Clauses with third parties who will access or process your Personal Data.

    9.

    Retention

    Where you have created a user account, the storage retention period of the user account applies. Your Personal Data collected by us during your recruitment will be retained as long as necessary to achieve the purpose for which it was collected, for the duration of your employment (subject to applicable laws)  for as long as is legally required and for any period thereafter as per the applicable Company’s retention policies and procedures. After this term, your Personal Data will be deleted from our systems. If your application does not lead to an employment contract, a recognition data record will also be stored. We need this data record in order to recognize you should you apply for a new position.

    10.

    Questions about the Personal Data Qatar Airways holds about you?

    If you have any questions about the Personal Data that we hold about your application with us, you can send us a request using the Contact us page of our Website. Please always quote your applicant ID, your recruitment advisor name when making a request to assist us in identifying you and address your queries promptly. If you feel that we do not comply with applicable privacy rules you have the right to lodge a complaint with a competent data protection authority.  

    For the purposes of the General Data Protection Regulation, Qatar Airways Group, Q.C.S.C which has its registered office at Qatar Airways, Tower, PO Box 22550, Doha, State of Qatar is the Controller of your Personal Data. Should you have any questions about the processing of your Personal Data or this Privacy Notice, please contact: Qatar Airways Group, Qatar Airways Tower 1, PO Box 22550,Doha, State of Qatar, Attention: Data Protection Officer.