Administrative Officer

Liwa University , Abu Dhabi Campus:

Since 1993, Liwa University has stood as a cornerstone of higher education in the Emirate of Abu Dhabi, nurturing potential and supplying the UAE labour market with skilled professionals. Today, Liwa University is dedicated to empowering all students to excel both academically and personally by providing them with the finest resources, support, and guidance available. To achieve this goal, Liwa University offers targeted programs and services meticulously designed to enhance academic progress and overall well-being. We proudly offer 30 Graduate and Undergraduate programs across our 4 colleges: College of Media and Public Relations, College of Medical and Health Sciences, College of Business, and College of Engineering and Computing. These programs are delivered today across two campuses in Abu Dhabi and Al Ain, ensuring broader access to quality education and a supportive learning environment for students throughout the region.

POSITIONN’S SUMMARY:

The Administrative Officer will provide administrative and clerical support to ensure the efficient operation of the office. The role involves managing day-to-day administrative tasks, scheduling meetings, organizing files, handling communications, etc.

DUTIES & RESPONSIBILITIES:

• Manage day-to-day administrative duties, including handling phone calls, emails, and other correspondence.
• Maintain and organize office records, files, and documents, ensuring they are easily accessible and up to date.
• Assist in preparing meeting agendas, taking minutes, and distributing relevant documents.
• Reserve rooms and conference facilities.
• Order and maintain office stationery and equipment supplies from concerned departments.
• Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, and managing file systems.
• Liaise with colleagues and external contacts to book travel and accommodation/ conference preparation.
• Organize and store paperwork, documents, and computer-based information.
• Sort and distribute incoming posts and organize and send outgoing posts.
• Photocopy and print various documents.
• Arrange both in-house and external events.
• Ensure that the office activities meet health and safety requirements.
• Spot and notify any safety hazard to the concerned officer.
• Use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents and maintain presentations, records, spreadsheets, and databases.
• Create and maintain filing systems, keep diaries, arrange meetings/appointments, and organize travel for staff.
• Protect the College’s value by maintaining the confidentiality of information and documents.
• Manage the flow of information to and from the office, ensuring that all communications are handled promptly and efficiently.
• Letter writing, dealing with telephone and email inquiries.
• Maintain professionalism in handling confidential information pertaining to management and operations.

KNOWLEDGE & SKILLS

• Good organizational skills
• Good time management.
• Good communication skills, written and verbal English- Arabic.
• Discretion.
• Confidence with IT and computer packages.
• Accuracy and good attention to detail.
• An ability to stay calm and tactful under pressure.
• Self-motivation.
• A bright and positive attitude.
• Excellent computer skills, including proficiency in Microsoft Word, Excel, Outlook, and PowerPoint.

EXPERIENCE:

• Preferable 2-3 years of experience in an administrative or secretarial role.

ACADEMIC QUALIFICATIONS:

• A bachelor’s degree in business administration or management. A certificate in the Secretarial course may be beneficial.