Officer- Policies & Studies of Passengers Transit Activities

Roles and Responsibilities

• Support departmental objectives by ensuring timely execution of administrative, operational, and reporting requirements in line with institutional standards.
• Assist in implementing approved organizational policies, procedures, and compliance requirements within the department.
• Maintain accurate and up-to-date documentation to support decision‑making, audits, and adherence to quality and information security frameworks.
• Contribute to the monitoring of departmental performance indicators, ensuring data accuracy and timely submission of reports to support planning and governance needs.
• Coordinate with relevant units to ensure alignment between departmental initiatives and overall institutional priorities.

Operations

• Manage schedules for department heads or managers, coordinate appointments, and arrange meetings with internal and external stakeholders.
• Prepare, draft, and register correspondence, circulars, and official communications; ensure timely dispatch, acknowledgment, and follow‑up of pending items.
• Maintain and update departmental files, records, and databases in both physical and electronic formats, ensuring confidentiality and compliance with document control procedures.
• Enter permissions, attendance, and leave data into approved systems, ensuring accuracy and timely reporting.
• Support onboarding and transition of employees by coordinating setup requirements such as systems access, equipment, and office resources.
• Manage inventory of office supplies, initiate procurement requests, and coordinate maintenance of office and IT equipment as needed.
• Participate in departmental meetings; prepare minutes, circulate summaries, and follow up on completion of action items.
• Track, monitor, and close assigned tasks, suggestions, and complaints through institutional systems within approved service‑level timelines.
• Provide clerical and documentation support, including scanning, archiving, and organizing departmental records in line with information security protocols.
• Coordinate with HR and related units for employee matters including leaves, training, certificates, and separations.
• Support coordination for internal and external visits, ensuring readiness of materials, logistics, and follow‑up documentation.

Product / Process Improvement

• Maintain systematic and secure filing systems, ensuring compliance with approved document control and information security standards.
• Recommend enhancements to administrative workflows, reporting formats, and documentation procedures to improve accuracy and efficiency.
• Participate in training and awareness programs on new administrative systems, digital tools, and information security practices.
• Contribute to continuous improvement efforts by sharing insights and feedback from day‑to‑day operations to strengthen departmental effectiveness.

Education:

High School/ Diploma in related field

Experience:

2+ Years in case of Diploma (5+ years in case of High School) in related field

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