Job Purpose
To provide day-to-day administrative support and coordination services to the Flight Operations & Flight Training function/ team with objective of ensuring legality and readiness of Pilots. This includes smooth workflow and effective internal communication; follows up on all regulations encountered with licenses, trainings, and medical checks ensuring compliance with requirements of Airline policies and standards and the respective GACA regulations. In addition, to coordinate the Flight Crew training programs, course administration and monitoring of GACA approval expiries.
Key Result Responsibilities
- Coordinates the issuance, update and renewal of pilot’s licenses and certificates to facilitate their work on daily basis. Continuously follows up with pilots on the renewal of licenses and passes to ensure compliance with Airline policies and GACA regulations.
- Coordinates with the Company Flight Surgeon for pilots’ Aero-medical check-up formalities, initial medical appointments and tracks medical expiries. Will proactively plan and coordinate to facilitate the renewal of medical certificates through the office of the Company Flight Surgeon.
- Updates the company system with necessary data, expiry dates and validations of licenses, medical cards and other documents as per required by the GACA for audit purposes.
- Maintains an accurate and up-to-date database of all function related records such as documents, licenses, appreciation letters, rosters, warnings, and reports such as the Captains’ Reports and “Discretion Reports” to be referred to whenever needed
- Generates regular and ad-hoc communication and notices for pilots as instructed by the line manager, this includes Notices to Pilots and the Joint Notices to pilots and cabin crew.
- Communicates and follows up with GACA to facilitate temporary validations, Air Law Exams and Licenses; coordinates with pilots for needed information and documents accordingly.
- Coordinates with HR on all matters related to pilots including but not limited to attendance, leave, business trips, claims, and letters.
- Prepare study materials for the new recruits and the respective needed documents for the PPC/Line Checks/Command Upgrades, etc.
- Assists the Line Manager in the preparation and closure of quality and external audit checks. Prepares necessary documents and records; follows up on corrective measures if any.
- Attends meetings when required, prepares, and communicates minutes of meeting as directed by the Line Manager. Assist pilots with any needed files or material timely and regularly.
- Acts as the focal point and coordinator for all the Flight Crew Training; reviews, recommends and participates in projects to create/enhance existing system, processes and policies which serve in enhancing the training environment.
- Maintains an accurate log of all Flight Crew Instructors/Examiners GACA approvals.
Qualifications (Academic, Training, Languages)
- Bachelor’s degree in management/administration or equivalent is preferred. With 2-3 years of related working experience in an administrative or coordination role in the operations department in any Airlines/Aviation.
- Financial skills such as invoice handling/ accounting are preferred.
- Proven skills in working with data and resources in a cost-effective manner.
- Cost-oriented, possess effective persuasive, negotiation and problem-solving skills.
- Dependable self-initiative, takes ownership, and displays energy and enthusiasm. Multi-task oriented with high attention to details.
Work Experience
- A relevant 2-3 years of related working experience in an administrative or coordination role in the operations department in any industry, with experience in the Airlines/Aviation industry.
