Project Secretary

Arkad SpA; Abu Dhabi; On-site; AED 60,000 - 90,000; Full time

Job summary

Arkad SpA in Abu Dhabi seeks an experienced Project Secretary to act as the operational backbone for our project task force. You will manage travel logistics, back-office support, and document control using SAP, SharePoint and MS Office to ensure smooth project execution.

The role requires a proactive professional based in the UAE with a short notice period and readiness for mid-October onboarding, joining a dynamic EPC/Engineering environment.

Qualifications

• Proven experience as a Project Secretary or Project Support Administrator in EPC/Oil & Gas/Engineering sectors.
• Fluent English required for professional communication.
• Experience with SAP (PO) and Travel Management Tools preferred.

Responsibilities

• Coordinate travel logistics, visas, accommodation, and site visits for staff and clients.
• Act as a super-user for Time Sheets and process Purchase Orders and Frame Agreements.
• Manage project documentation and correspondence using SharePoint and MS Office.
• Prepare reports and support Project Managers and Directors with back-office tasks.

Skills

English fluency

Education

Degree in Foreign Languages, Human Sciences or related field

Tools

SAP (PO)

Travel Management Tools

SharePoint

MS Office

Job description

We are looking for an experienced and proactive Project Secretary to join our team in Abu Dhabi. In this role, you will serve as the operational backbone for our project task force, managing travel logistics, administrative back-office support, and specialized tools like SAP and ADP to ensure smooth project execution.

Key Responsibilities

• Travel & Logistics Coordination: Organize business travel, visa documentation (interfacing with embassies/consulates), accommodation, and site visits for employees, expats, and resident clients.
• Systems & Admin Management: Act as a Super-user for Time Sheets and handle Purchase Orders, Frame Agreements, and Progress Certificates using SAP (PO) and Travel Management tools.
• Project & Document Control: Manage project protocols using SharePoint, handle PM correspondence, reconcile expense accounts, and maintain accurate filing systems.
• Back-Office Support: Assist task force teams, monitor inventory, track orders, and prepare statistical reports for Project Managers and Directors.

Requirements & Qualifications

• Experience: Proven experience as a Project Secretary or Project Support Administrator in the EPC / Oil & Gas / Engineering sector.
• Technical Skills: Proficient with SAP (PO), Travel Management Tools, SharePoint, and MS Office.
• Languages: Full professional fluency in English.
• Education: Degree in Foreign Languages, Human Sciences, or a related field preferred.
• Location & Availability: Must be currently based in the UAE with a notice period of 30 days or less (ready for mid-October onboarding).