Jameel Arts Centre, Dubai

Accountability
This role reports to the Director and/or Head of Operations of Art Jameel UAE

Responsibilities and Duties

Administration, filing and archive management

• Regularly update (and establish where necessary) and maintain a clear, efficient filing system, including shared folders, and a related organisational archive
• File and safeguard important records, and archival documents, developing, maintaining and communicating protocols for document retention, retrieval, and disposal in accordance with legal requirements
• Ensure accessibility and confidentiality of archived materials as needed
• Regularly update (and/or establish where necessary) and maintain administrative policies and procedures, and lead/aid in efforts to streamline processes and implement best practices
• Liaise closely with the finance and legal departments and with the senior management team to monitor and communicate to team members any changes to SOPs; update team handbooks accordingly
• Ensure efficient coordination of administrative tasks across departments
• Maintain and update company registrations, licences, insurance, subscriptions and other related documents 
• Support the Events and Programming teams with temporary licences as needed
• Support the Director and Deputy Directors with correspondence and diary management
• Organise and set diary dates and compile agendas for team-wide meetings, Revive and Training days, liaising with counterparts in the Jeddah office for global meet-ups
• Supervise the Administration Assistant, including in coordinating travel arrangements for Art Jameel staff and guests to ensure timely booking of flights, accommodations, transportation, and visa arrangements
• Monitor travel expenses and adhere to budgetary guidelines
• Develop and maintain relationships with travel vendors to secure favourable rates
• Supervise administrative staff and provide guidance, training, and support

Legal liaison and contract management

• Manage liaison and administration of all supplier, vendor and artist contracts for Art Jameel
• Collaborate with relevant stakeholders to review, negotiate and finalise contracts
• Maintain a comprehensive contract management system and monitor contract expiration dates, initiate contract renewals, amendments, or terminations as needed
• Serve as the primary point of contact for legal matters related to administrative and operational functions
• Collaborate with the legal department to ensure compliance with applicable laws and regulations
• Facilitate communication between internal teams and external legal counsel

Procurement process management

• Oversee the Procurement Coordinator, responsible for end-to-end procurement processes including requisition management, sourcing, vendor selection and purchase order issuance
• Liaise closely with the finance department to review and monitor procurement workflows, ensuring adherence to established Art Jameel policies, procedures and regulatory requirements
• Conduct vendor assessments and audits to assess compliance, quality and service delivery standards
• Generate reports and presentations to provide insights into procurement activities, trends, and potential areas for improvement
• Identify opportunities for process improvement and implement streamlined procurement procedures

Requirements

• Bachelor’s degree in Business Administration, Management or a related field
• Proven experience in administration or related roles, preferably in the creative or related sector 
• Excellent written and verbal communication skills in English; proficiency in Arabic and/or other languages related to the UAE is desirable 
• Experience in contract management and legal liaison is highly desirable
• Exceptional organisational and time management skills
• Strong attention to detail and ability to maintain accuracy in documentation and correspondence
• Ability to collaborate effectively with diverse teams and stakeholders
• Strong analytical and problem-solving abilities, addressing operational challenges promptly and in a calm, solutions-oriented manner
• Proficiency in Microsoft Office Suite and Google Suites
• Experience with document management systems and digital archiving
• Ability to work in a flexible, entrepreneurial, multi-tasking, fast-paced and dynamic environment

Conditions of Work

• This is a full-time position based in Dubai, UAE.

 Benefits include:

• Full health & dental insurance
• Visa sponsorship, if needed
• 25 days annual leave