Administrative & Office Support:
- Maintain organized filing systems (physical and digital) for contracts, applicant records, scholar documentation, and program materials.
- Prepare and format official correspondence, memos, letters, reports, and meeting notes in both Arabic and English.
- Manage shared inboxes, track incoming communication, and ensure timely responses.
- Maintain calendars, schedule meetings, secure meeting rooms, and prepare agendas.
- Track action items and follow up on outstanding tasks with internal stakeholders.
Applicant & Scholar Coordination:
- Serve as the first point of contact for inquiries from applicants and scholars.
- Support the application intake and review process by collecting required documents, verifying completeness, and updating tracking systems.
- Coordinate invitations, schedules, and logistics for interviews, assessment activities, and onboarding sessions.
- Maintain up-to-date applicant and scholar status records in tracking databases and dashboards.
- Support scholars throughout their study journey by responding to administrative needs as they arise.
University & Partner Coordination:
- Liaise with local and international university representatives regarding admission cycles, enrolment requirements, documentation deadlines, and communication updates.
- Coordinate exchange of official documents (e.g., nomination forms, transcripts, letters of acceptance).
- Support the scheduling and logistics of calls, progress check-ins, and partnership meetings.
Logistics & Event Support:
- Arrange travel bookings for official delegations (tickets, accommodation, itineraries).
- Coordinate workshop, orientation, and training logistics including venue booking, catering, materials preparation, badges, attendance lists, and setup in line with the University requirements.
- Prepare welcome kits and documentation packages for scholars and stakeholders.
- Provide on-site support during events as needed.
Finance & Procurement Support:
- Assist with vendor registration, quotation collection, and preparation of purchase requests (PRs).
- Support drafting and processing of payment requests, invoices, and service confirmations.
- Track budgets and expenditures in collaboration with Finance.
- Ensure documentation is compliant with client's procurement procedures.
Data, Reporting & Compliance:
- Ensure accurate and up-to-date data entry across internal systems and tracking sheets.
- Generate periodic progress reports, dashboards, and administrative summaries.
- Ensure confidentiality of scholar and applicant data, in alignment with UAE Government data protection requirements.
Deliverables:
The Coordinator shall deliver:
- Updated applicant & scholar tracking sheets (ongoing)
- Updated key action logs and status reports (bi-weekly)
- Organized and compliant documentation files (ongoing)
- Event and travel logistics plans when required (per activity)
Working Arrangements:
- Work will be performed onsite at Emirates Towers (with some flexibility for remote support, as approved).
- Working hours will follow standard UAE Government working hours.
- The outsourced employee must maintain a professional appearance and standard of conduct befitting the role.
