Administrative Officer - Procurement and General Services Contracts Section

Dubai Careers - A Smart Dubai Initiative

Dubai

On-site

AED 111,600 - 178,560

Full time

14 days+

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Job summary

The Government of Dubai Legal Affairs Department is seeking an Administrative Officer for the Procurement and General Services Contracts Section to perform duties in line with approved procedures. This role requires handling administrative tasks, supporting senior staff, and ensuring confidentiality.

Key responsibilities include managing filing systems, CMS records, preparing agendas and minutes, generating reports, coordinating meetings and liaising with internal and external entities.

Qualifications

Bachelor's degree required; Diploma may be considered with extensive experience.
5–10 years in administrative or executive support, preferably in government or legal services.
Experience supporting senior management and supervising junior staff preferred.

Responsibilities

Provide administrative and operational support to the team.
Support Head of Directorate and legal professionals with a range of tasks.
Manage filing, correspondence, document control and records.
Record and monitor matters using CMS and internal systems.
Prepare meeting agendas, minutes and track actions.
Draft official correspondence and coordinate logistics with internal and external parties.

Skills

Advanced MS Office

CMS proficiency

Document management

Reporting and analytics

Verbal and written communication

Time management

Leadership/mentoring

Education

Bachelor's degree in Business Administration, Public Administration or related discipline

Diploma with extensive experience considered

Tools

Case Management System (CMS)

Microsoft Office 365

Job description

Job Description

The Government of Dubai Legal Affairs Department (the "Department") is seeking to recruit administrative officer at the Procurement and General Services Contracts Section to perform its duties and functions in accordance with the approved procedures in this regard.

Key Duties and Responsibilities

To perform all administrative and operational support functions for the team.
To provide administrative support to the Head of Directorate, Heads of Section and legal professionals within the team.
To manage filing systems (physical and electronic), correspondence, document control and records management.
To record and monitor incoming and outgoing matters using the Case Management System (CMS) and other internal systems.
To prepare meeting agendas, take minutes, track action items and follow up on implementation.
To prepare periodic reports, statistics, dashboards and management information.
To coordinate meetings, appointments and logistics.
To draft and send official correspondence, emails, surveys and notifications.
To liaise with internal departments and, where required, external government entities and clients.
To ensure confidentiality and proper handling of sensitive legal documents.
To guide, supervise and mentor junior administrative staff to ensure consistency and quality of work.
To assist in improving administrative processes and maintaining efficient office operations.
To perform other administrative duties assigned by management.
To conduct internal assessments and submit recommendations to the Management/ Directorate concerning whether the security control procedures are sufficient for the technical and information systems of the Department.
To invite a special security committee to convene, as necessary, to provide guidance on how to respond to breaches and inform the Department.

Qualifications

Qualifications and Years of Experience

Bachelor's degree in Business Administration, Office Administration, Public Administration or related disciplines. Applications from Diploma holders with extensive experience in the field may also be considered.
5 -10 years experience in an administrative or executive support role, preferably within government, legal or professional services.
Experience supporting senior management and supervising junior administrative staff is preferred.

Technical and Behavioral Competencies

Advanced computer skills (Microsoft Office 365 including Word, Excel, PowerPoint, Outlook and Teams).
Proficiency in using Case Management Systems (CMS), document management systems and other Office applications.
Excellent document management and record keeping skills.
Strong reporting and information gathering skills.
Preparing meeting minutes and coordinating meetings.
Excellent verbal and written communication skills.
Strong administrative planning and organizational skills.
Ability to priorities multiple assignments and meet deadlines.
Fluency in English and proficiency in Arabic is considered a strong advantage.
Commitment to work ethics and a strong sense of responsibility.
Excellent time management and organizational skills.
Ability to work efficiently under pressure and manage conflicting priorities.
Attention to detail and accuracy.
Excellent interpersonal and customer service skills.
Effective communication.
Teamwork and collaboration.
Initiative and problem-solving skills.
Professionalism, integrity and confidentiality.
Adaptability and willingness to learn.
Leadership and mentoring skills.