Position Overview:
The HSEQ Coordinator supports the Infrastructure HSEQ function through reporting, systems administration, action tracking, stakeholder coordination, procurement support, and document control. The role helps ensure accurate information, timely follow-up, effective performance monitoring and audit-ready records across HSEQ activities.
Roles and Responsibility:
Stakeholder and Team Coordination
- Develop and maintain effective working relationships with Infrastructure Operations, HSEQ personnel, shared services, and other internal departments.
- Coordinate with relevant personnel to collect, verify, and consolidate information required for HSEQ reports, meetings, presentations, and management reviews.
- Coordinate the preparation of presentations in accordance with approved terms of reference, meeting agendas, and management requirements.
- Prepare meeting minutes, communicate agreed actions, maintain action trackers, and follow up with responsible personnel until completion.
- Support the organization of HSEQ meetings, workshops, campaigns and events, including venue, travel and accommodation arrangements where required.
HSEQ Systems and Action Tracking
- Administer HSEQ applications and systems, including Safety Culture and SMIS, in coordination with system owners and the HSEQ team.
- Review newly raised issues, assign actions to designated personnel, monitor progress, and escalate overdue actions.
- Verify that supporting evidence has been submitted and coordinate action closure for approval by the responsible HSEQ specialist or manager.
- Schedule HSEQ compliance checks and inspections within approved systems and maintain visibility of completion status.
- Maintain investigation reports, supporting evidence and recommendation-closure records within the approved Document Management System.
Performance Reporting and Analytics
- Collect and consolidate data from Safety Culture, SMIS, audit trackers, SAP, and other approved business systems.
- Prepare weekly, monthly, quarterly, and ad hoc HSEQ performance reports covering KPIs, leading and lagging indicators, compliance checks, risks, actions, and improvement initiatives.
- Develop and maintain analytical dashboards using Power Bi, Excel, and other approved reporting tools in consultation with IT and performance specialists.
- Analyze HSEQ data, identify trends, highlight overdue actions or emerging risks, and provide clear information to support management decision-making.
- Prepare draft regulatory and corporate HSEQ submissions for technical validation and approval by authorized HSEQ management before release.
Procurement, Budget, and Inventory Coordination
- Prepare Purchase Requisitions, Contract Release Orders and Service Entries in SAP for HSEQ materials and services, in coordination with requesters, procurement and contract owners.
- Maintain records of committed and actual expenditure and support HSEQ management in monitoring budget performance.
- Monitor HSEQ consumables and equipment inventory, including first-aid supplies, PPE and monitoring equipment, and coordinate timely replenishment.
- Maintain the HSEQ storage area in an organized, secure, and traceable manner.
Communications and Administrative Support
- Coordinate with building managers and HSEQ specialists to ensure HSEQ noticeboards and communication materials remain current.
- Maintain accurate, complete, and audit-ready records for HSEQ reports, actions, procurement, training, equipment, and communications.
- Support continuous improvement of HSEQ reporting, tracking and administrative workflows by identifying inefficiencies and proposing practical digital solutions.
- Undertake continuing professional development to maintain relevant knowledge and capability.
- Perform other reasonable duties consistent with the purpose and level of the role.
Desirable qualifications, skills, and experience
Academic Qualifications:
- Bachelor's degree or equivalent qualification in business administration, project management, engineering, environmental science, occupational health and safety, data analytics, or a related discipline.
- Strong written and verbal English communication skills; Arabic language capability is desirable
Professional Qualifications:
- A recognized HSEQ, occupational safety, environmental, quality, or integrated management systems qualification is desirable.
- Microsoft Office, Excel, or Power Bi certification is advantageous.
- A valid UAE driving license is desirable due to the requirement to support activities across operational locations.
Experience:
- At least two years of relevant experience in coordination, business operations, project support, HSEQ administration, reporting, compliance, analytics, or a related environment.
- Experience coordinating multiple stakeholders, maintaining action trackers, and preparing management reports.
- Experience using Excel to analyze data and prepare charts, dashboards, and performance reports.
- Experience in creating professional PowerPoint presentations and written reports for management.
- Experience with SAP, Power Bi, Safety Culture, SMIS, or similar enterprise systems is advantageous.
- Experience within infrastructure, transport, professional services, or another complex organization is desirable.
Core Competencies:
- Strong analytical and problem-solving capability.
- Prominent level of organization, diligence, and follow-through.
- Ability to communicate confidently with personnel at different organizational levels.
- Ability to work effectively within a culturally diverse and operationally demanding environment.
- High standards of integrity, confidentiality, and professional judgement.
- Ability to identify process inefficiencies and propose practical improvements.
- Adaptability and resilience when supporting depot, site, and desert-based operations.
