Coordinator - Flight Operations

Job Purpose

To act as a middle point between Flight Operations and other internal/external parties with objective of ensuring legality and readiness of Pilots. Provides administrative support to the Pilots on daily basis ensuring smooth workflow and effective internal communication; follows up on all regulations encountered with licenses, trainings, and medical checks ensuring compliance with requirements of Air Arabia Maroc policies and standards and the DGAC/CAA regulations.

Key Result Responsibilities

1. Coordinates the issuance, update and renewal of pilot’s licenses, necessary passes 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 Air Arabia Maroc policies and DGAC/CAA regulations.
2. Track and report all instances of discretion reports to ensure all flights that exercise the use Captains discretion have been collected and reported to HOFO/QSS.
3. Track and record all instances of crew sign in and ensure all crews are reporting on time, any deviations from policy must be reported to HOFO or his/her delegate.
4. Supports the Pilots with their Aero-medical check-ups formalities; arranges initial medical appointments and necessary documents for new recruits; tracks medical expiries, proactively plans and coordinates with the respective designated clinic to facilitate the renewal of medical cards.
5. Audits, verifies and follows up on the medical invoices ensuring compatibility with contract terms and conditions and certificates issued to pilots.
6. Updates the Cesar System with necessary data, expiry dates and validations of licenses, medical cards and other documents as per required by the DGAC/CAA for audit purposes.
7. 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.
8. Generates regular and ad-hoc communication and notices for pilots as instructed by the Chief Pilot or Head of Flight Operations, this includes Notices to Pilots and the Joint Notices to pilots and cabin crew.
9. Communicates and follows up with DGAC to facilitate temporary validations, Air Law Exams and Licenses; coordinates with pilots for needed information and documents accordingly.
10. Coordinates with the Scheduling and Training teams to facilitate on time training for pilots.
11. Handles function purchases and expense claims including uniforms, stationery and business cards as per instructed and in line with agreed budget; processes requests on the ISR. Coordinates with Finance for timely settlement of all function related invoices.
12. Coordinates with HR on all matters related to pilots including but not limited to attendance, leave, business trips, claims, and letters.
13. Prepares study materials for the new recruits and the respective needed documents for the PPC/Line Checks/Command Upgrades, etc...
14. Assists the Chief Pilot in the preparation and closure of quality and external audit checks. Prepares necessary documents and records; follows up on corrective measures if any.

Key Result Responsibilities - Continued

1. Attends meetings when required, prepares and communicates minutes of meeting as directed by the Chief Pilot. Assists pilots with any needed files or material timely and regularly
2. Ensure arrangement, and confirmation of the required logistical supports: reservations, crew transportation, crew hotel accommodation,
3. Collaborate with OCC/Rostering to support in efficiently managing issues while providing a high quality of performance and avoid any future complain
4. Handling Logistics issues as hotels unavailability and provide optimal solutions
5. Timely follow up crew accommodations bookings in case of  changes  on planning on daily basis to ensure business continuity and comfort of the crew as well as to avoid unnecessary charges,
6. Liaise with Business support on ACMI HOTAC booking requirements and provide all necessary information for contract’s initiation,
7. Ensure all new joiners PILOTS are aware of MAC logistics processes
8. Ensure Training Logistics requirement:  training Center bookings in required bases / crew hotel, crew transportation.
9. Ensure Logistics data records for business and finance purposes when needed.
10. Conduct Daily OTP Meeting, ensure DL code assigned is accurate for delayed flight based on inputs received and the same on daily basis on aero ops system to ensure accuracy in monthly report.
11. Liaise with QSS department and make sure that all findings related to FOPS are answered in QLPUSE with necessary CAPA on time.
12. Assist QSS department with technical delay reports on quarterly basis

Qualifications (Academic, training, languages)

• Bachelor’s degree in Management/Administration or equivalent is preferred.
• Higher Diploma in Office Management/Secretarial Skills from a recognized institution combined with needed experience is acceptable for this role.
• Proficient in Microsoft Office, Advanced Excel, Internet and Web Search.
• Very good communication skills (verbal, written) expressed in high level of accuracy.
• Excellent in English & French Languages.
• Moroccan Nationality is a must

Work Experience

• 3 years of related working experience in an administrative or coordination role in the operations department in any industry, experience with Airlines/Aviation industry is an advantage.
• Demonstrates effective interpersonal skills; a team player capable of supporting teams.
• Relative experience in handling rosters, schedules and spread sheets is a must.
• Financial skills such as invoice handling/ accounting is preferred.
• Proven skills in working with data and resources in a cost-effective manner.
• Possesses good organizing as well as time management skills in a frequently changing environment.
• Customer oriented capable of promoting and selling Company’s services.
• Cost-oriented, possess effective persuasive, negotiation and problem solving skills.
• Multi-task oriented with high attention to details.
• Dependable, self-initiative, takes ownership, and displays energy and enthusiasm.
• Capable of working hard and under pressure.
• Ability to use technical expertise, and interpersonal relations to support company’s objectives.
• Demonstrate the ability to contribute and successfully deliver against business strategy and set KPIs.