Admin Officer - موظف إداري

JOB PURPOSE:
To provide comprehensive administrative support to National Innovation Accelerator Center - Terminal 11 operations, ensuring smooth office management, document control, procurement coordination, and general administrative services that enable efficient organizational functioning.
ROLES AND RESPONSIBILITIES:
1. Office Administration
• Manage day-to-day administrative operations for Terminal 11.
• Coordinate office supplies, equipment, and consumables.
• Maintain organized filing systems (physical and digital).
• Ensure administrative processes run efficiently.
2. Document Management
• Manage document control, filing, and archiving.
• Prepare, format, and proofread correspondence, reports, and documents.
• Maintain confidentiality and security of sensitive documents.
• Support document retrieval and records management.
3. Procurement & Inventory
• Coordinate procurement of office supplies, equipment, and services.
• Manage vendor quotations, purchase orders, and delivery tracking.
• Maintain inventory records and reorder supplies as needed.
• Ensure cost-effective procurement practices.
4. Meeting & Event Support
• Coordinate meeting logistics including room bookings, materials, and refreshments.
• Prepare meeting agendas, minutes, and follow-up documentation.
• Support internal and external events with administrative coordination.
• Manage calendars and scheduling as required.
5. Travel & Logistics
• Coordinate travel arrangements for staff (flights, hotels, visas, transportation).
• Process travel requests and expense claims.
• Manage logistics for visiting guests and delegations.
• Maintain travel records and documentation.
6. Correspondence & Communication
• Handle incoming and outgoing correspondence (mail, couriers, emails).
• Draft and manage routine communications.
• Maintain contact databases and distribution lists.
• Support internal communication initiatives.
7. HR Administration Support
• Support HR administrative tasks including onboarding documentation.
• Maintain employee records and files.
• Coordinate attendance tracking and leave records.
• Assist with HR-related correspondence and logistics.
8. General Support
• Provide administrative support to leadership and departments as needed.
• Assist with special projects and ad-hoc requests.
• Support compliance and audit documentation requirements.
• Coordinate with external parties for administrative matters.

COMMUNICATION CHANNELS:
Internal:
• Director of Operations.
• Finance Manager / Sr. Specialist.
• Member Experience Officer.
• Facility Coordinator.
• All internal departments.
External:
• Suppliers and vendors.
• Courier and logistics providers.
• Travel agencies.
• Government offices (for documentation/permits).

MINIMUM QUALIFICATIONS AND REQUIREMENTS:
Educational Qualifications:
• Bachelor's degree in Business Administration or related field.
• Diploma in Office Administration or Secretarial Studies is acceptable.
Professional Qualifications:
• Administrative or secretarial certifications are advantageous.
Work Experience:
• 1–3 years of experience in administrative or office management roles.
• Experience in corporate environments, government entities, or similar is preferred.
• Proven organizational and documentation skills.
Languages:
• Fluency in English is essential.
• Fluency in Arabic is highly desirable.
Computer Skills:
• Strong proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Experience with document management systems.
• Familiarity with ERP or administrative software is advantageous.

COMPETENCIES REQUIRED:
Behavioral Competencies:
• Attention to Detail.
• Planning and Organizing
• Planning and Organizing.
• Reliability.
• Confidentiality.
• Time Management.
• Teamwork.
• Adaptability.

Technical Competencies:
• Office Administration.
• Document Management.
• Procurement Coordination.
• Records Management.
• Meeting and Event Coordination.
• Travel Coordination.
• Microsoft Office Proficiency.