Airport Emergency Planning Officer

Job Details

Position Title

AEP Officer – Airport Emergency Planning

Reports to

Airport Emergency Planning Manager

Division

Airport Emergency Planning

Grade

N/A

Department

Airport Emergency Planning

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

Area of Contribution

Key Activities

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.
  
  
  

Communication & Working Relationships

Internal

• Emergency Planning & BC team
• All Departments
  
  
  

Reasons for Interaction

• To assist with document updates, coordination of drills, and compliance tasks.
• Collecting data, maintaining documentation, and supporting operational alignment.
  
  
  

External

• GCAA – Aerodrome & Safety Division
• Civil Defence, Police, Ambulance
• Airlines, Ground Handlers, and Concessionaires
• Mutual Aid Partners (airports, authorities)
• Consultants, Auditors
  
  
  

Reasons for Interaction

• Support regulatory compliance, emergency coordination, and inter-agency planning.
  
  
  

Qualifications

Qualifications, Experience, & Skills

Educational Qualifications

• Diploma or bachelors degree in aviation management, Emergency Management, Risk Management, or a related field.
  
  
  

Professional Qualifications

• Certification in document control, BCM (e.g. ISO 22301 Foundation), or Emergency Response is preferred.
• GCAA-compliant training in AEP or business continuity is preferred.
  
  
  

Experience

Required Experience

• 2–4 years in document control, emergency planning, business continuity, or airport operations.
• Experience supporting drills, audits, or emergency responses within regulated environments (aviation, utilities, transport).
• Familiarity with GCAA regulatory documentation and audit protocols preferred.
  
  
  

Skills

Required Skills

• Working knowledge of GCAA CARs ICAO Annex 12, 13, 14, 17 & 19,
• Skilled in document control, archiving, and structured record keeping.
• Proficient in MS Office, SharePoint, or DMS platforms (e.g. Laserfiche, M-Files).
• Strong written and verbal communication skills for technical and operational audiences.
• Detail-oriented, organized, and able to manage multiple documentation tasks under pressure.
• Basic understanding of risk assessments, training coordination, and emergency response structures.
  
  
  

Other Requirements- Safety Accountability And Responsibilities

All staff has the following safety responsibilities and is accountable to their supervisor(s) and Head of Department:

• To comply with the relevant safety requirements and procedures outlined in the Aerodrome Operations Manual and Safety Management System and any other instructions or notices issued by Ras Al Khaimah International Airport.
• To comply with the safety requirements detailed within their training.
• To advise their Head of Department and the Airport Duty Officer team of any safety occurrence or system failure and to identify and report any situation of potential risk or concern affecting safety via one of the following means.
• Report directly to the Safety Department or an immediate supervisor.
• Submitting an Accident/ Incident Report.
• Support safety audits as and investigations as they occur.
  
  
  

Competencies

Level of Proficiency

Behavioural Competencies

Accountability: Owns responsibilities and ensures deadlines are met.

High

Attention to Detail: Accurate with regulatory documentation and reporting.

High

Teamwork: Collaborates effectively with cross-functional teams.

High

Communication: Delivers clear, concise updates and written reports.

High

Reliability Under Pressure: Delivers during incidents, drills, and GCAA inspections.

High

Technical Competencies

Document Control Systems

High

GCAA & ICAO Standards – Working knowledge

High

Training & Drill Coordination

High

BCP/AEP Documentation – Familiarity

Medium

Audit/Inspection Preparation – Support role

Medium

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