Working-Party Administrative Assistant

This role is based within the Airbus Africa & Middle East Major Repairs & Working-Party department, a key part of the Fleet Efficiency & Engineering department. The jobholder is an integral aspect of the Working Party (WP) operations in which Airbus Africa & Middle East (AAME) provides administrative and operations support to the on-site Airbus team.

Main Responsibilities

The primary focus of this role is to ensure the operational readiness, documentation compliance, and administrative support for the Airbus management team.

1. Operations and Access Management

● Administrative Document Renewal: Be solely responsible for tracking, following up on, and renewing all relevant administrative documents required for the Airbus teams activity at the airport. This includes, but is not limited to:

○ Airport Passes

○ Laptop/Equipment Passes

○ Airport Driving Licenses

○ Any other mandatory access credentials.

● Team Information Management: Maintain and keep updated the shared database containing essential personal and travel documentation necessary for the Working-Party team for global deployments (e.g. up-to-date passport scans, ID pictures, personal contact information).

● Coordination with the HR Admin team for the visa extension as required.

2. Documentation and Archiving

● Aircraft File Scanning: Be responsible for the complete and accurate scanning of entire aircraft maintenance files upon the conclusion of each Working-Party.

● Organizing / archiving in the Airbus repository: Prepare and provide a complete digital file or equivalent digital media for each completed Working Party file.

● Original Document Archiving: Coordinate and ensure the timely and secure shipment of all original aircraft files to the Airbus headquarters in Toulouse, France, for official archive purposes.

3. Headquarters and Local Staff Interface

● Primary Support Interface: Act as the main administrative interface and single point of contact between the Airbus Middle East Headquarter and the WP Team deployed in the Region and abroad.

● Logistical Coordination (for Travel aspect): Assist local Airbus staff with operational administrative tasks related to their assignments at the customers facility.

● Supporting Warehouse operations for administrative tasks.

4. Office supplies management

● Office Supplies Management: Manage and order the stock of Airbus office supplies requested by the Airbus Working-Party team.

● Procurement Coordination: Initiate and process orders for necessary office supplies and consumables, cooperating closely with the procurement team in the Airbus AME Headquarter to ensure continuous availability and cost-effective ordering.

5. Communication and Coordination

● Reception: Serve as the primary point of contact, answering and directing phone calls, and greeting visitors professionally and courteously.

● Scheduling: Manage and maintain executive or department calendars, scheduling appointments, meetings, and coordinating travel arrangements (flights, accommodation, ground transportation).

● Meeting Support: Prepare meeting agendas, reserve meeting rooms, set up necessary equipment (e.g., A/V, conferencing), and take, transcribe, and distribute minutes as required.

● Internal and External Liaison: Act as a communication link between different

departments, clients, and external stakeholders.

Required Skills and Qualifications

● Experience: Proven experience in an administrative support role, preferably within an aerospace or engineering environment.

● Organizational Excellence: Organizational skills, meticulous attention to detail and a high degree of proficiency in record-keeping and data management.

● Technical Proficiency: Advanced knowledge of Microsoft Office Suite (Excel, Word, Outlook) and Google Suite experience working with shared databases and digital archiving systems.

● Communication: Excellent verbal and written communication skills, capable of professional interaction with internal stakeholders.

● Compliance Awareness: Understanding of the importance of security and compliance regarding airport access regulations and sensitive personnel/aircraft documentation.