Officer- Buildings & Facilities

Job description

Nationality: UAE Only

Job field: Administration

Strategy 

• Support the department in executing daily administrative and reporting activities in line with approved policies and procedures.
• Ensure timely completion of assigned administrative tasks, documentation, and data entry activities in compliance with organizational standards. 
• Assist in implementing approved processes and guidelines to support departmental objectives. 

Operations 

• Maintain and update departmental records, files, and databases in both physical and electronic formats while ensuring accuracy and confidentiality. 
• Prepare and process correspondences, memos, and internal communication for review and approval. 
• Coordinate scheduling requests, meeting arrangements, and logistical requirements for departmental activities. 
• Assist in maintaining attendance, leave, and permission records in the Time & Attendance or related systems, and support preparation of periodic reports. 
• Provide administrative support for onboarding activities such as preparing access cards, stationery, and office setup for new employees.
• Monitor and replenish office supplies and coordinate maintenance or repair of office equipment. 
• Perform clerical tasks including document scanning, photocopying, archiving, and distribution of incoming and outgoing correspondence. 
• Assist in handling internal requests, complaints, and task closures through approved RTA systems and tools. 
• Support coordination with HR, Procurement, and Finance for routine administrative requirements (training nominations, requests, purchase orders, etc.). 

Product / Process Improvement 

• Follow approved administrative procedures and filing systems to ensure consistency and compliance with information security requirements. 
• Identify minor gaps or repetitive issues in administrative processes and escalate them to the Senior Officer or Supervisor for resolution. 
• Participate in departmental initiatives and awareness sessions on new systems, digital tools, and administrative standards. 
• Contribute to continuous improvement by maintaining accurate data and providing feedback from daily operations.

• High School/ Diploma in related field
• 2+ Years in case of Diploma (5+ years in case of High School) in related field
• Basic experience in executive communication and professional correspondence
• Familiarity with general administrative practices and office coordination
• Exposure to intranet management and content governance processes
• Ability to support presentation design and executive reporting activities
• General understanding of the organization’s business context and operations
• Basic knowledge of technical reporting and documentation practices
• Familiarity with committee and team governance processes
• Exposure to knowledge and innovation management initiatives
• Understanding of policy implementation and compliance management requirements
• Awareness of quality, health, and safety compliance standards
• Basic stakeholder engagement and protocol management skills