Office Manager – Management Office

Academic Coordination & Administrative Support

• Carry out academic coordination, documentation and projects for the senior academic management.
• Assist the Vice Chancellor and Deputy Vice Chancellor – Academic Affairs to prepare presentations and reports by typing-up and formatting as required, ensuring documents are developed to a high standard and within timeframes.
• Draft all required internal and external correspondence and act as a point of contact to reach the Deputy Vice Chancellor – Academic Affairs in a highly professional manner.
• Follow-up with diverse stakeholders on the important queries / tasks/ projects and provide feedback to the Deputy Vice Chancellor – Academic Affairs on the completion status on a daily basis.
• Co-ordinate the receipt and compilation of required information from internal divisions/departments and external entities in order to support the Deputy Vice Chancellor – Academic Affairs in the production of regular activity and progress reports.
• Facilitate the flow of information across the University/division/department to ensure that staff are aware of relevant developments. § Assist the Vice Chancellor and Deputy Vice Chancellor – Academic Affairs in completing clerical work, such as expense claims, in order to reduce their workload.

Diary Management

• Manage and coordinate the agendas and meetings of the Vice Chancellor, Deputy Vice Chancellor – Academic Affairs and the Provost, ensuring efficient time management and alignment across management schedules.
• Coordinate travel itineraries, including transport, accommodation and visa arrangements to ensure trips run smoothly.

Filing and Record Management

• Design, organize and implement appropriate filing and record management systems to ensure that information is current and accessible with ease.

External Bodies

• Provide a first point of contact for visitors to the Vice Chancellor and Deputy Vice Chancellor – Academic Affairs, ensuring that guests are made to feel welcome and their needs taken care of while visiting the University.
• Screen incoming mail and telephone calls to the Deputy Vice Chancellor – Academic Affairs to ensure effective communication with staff and external bodies, and avoiding unnecessary calls being directed.
• Liaise with external bodies to arrange meetings, obtain resources and/or information etc., to support the Vice Chancellor and Deputy Vice Chancellor – Academic Affairs in conducting their work.

Translation Services

• Arrange or personally perform basic translation of incoming / outgoing correspondence into English/French/Arabic and vice versa.

Meeting Organization

• Coordinate all management/divisional/departmental internal and external meetings, including room bookings, catering and audio-visual equipment to ensure meeting needs are met.
• Support in preparation of meeting agendas, invite attendees, issue required documents, take and distribute meeting minutes, ensuring information is disseminated appropriately and follow-up on action plans where required.

Health, Safety, and Environment (HSE)

• Comply with Occupational Safety and Health (OSH) instructions and safety procedures, use appropriate protective equipment, follow emergency protocols, assist with risk assessments, and report any OSH hazards or incidents.

Policies and Procedures

• Follow all division policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.

Related Assignments

• Perform other related duties or assignments as directed by the Line Manager.