Project Specialist- Strategy Development
Job Purpose
The Project Specialist is responsible for supporting all activities and projects of the Strategy Development Office. Their role is significant to the Department and requires attention to detail, timeliness, self-motivation and discipline.
Job Responsibilities
Administrative Roles:
- Provide full secretarial and clerical support to the Director of Strategy Development and department staff.
- Maintain effective diary management, including coordinating meetings, appointments, and preparing schedules, calendar invites and briefings for the Director of Strategy Development.
- Review and amend materials and correspondence for the Director of Strategy Development
- Coordinate responses, and take necessary action on incoming mail (e.g., prioritization, anticipating action required, and preparing routine responses).
- Maintain archiving office systems (manual and electronic) and coordinate with other university departments (e.g., Finance, Human Resources, Procurement) when needed.
- Prepare and produce technical documents, reports, and correspondence in response to specific requests.
- Prepare regular reports, gathering and summarizing data.
- Prepare, copy, and distribute documents, papers, and correspondence as required.
- Act as the first point of contact for inquiries and clarifications, maintain databases, and support document review to ensure accuracy.
- Assist with organizing, hospitality, secretarial servicing, and minute-taking for departmental meetings, preparing reports as required.
- Maintain an updated inventory of all office materials and stationery.
- Undertake various duties as assigned by the HoD/Director.
Project Management Roles:
- Provide logistical and administrative support for the implementation of projects and activities.
- Communicate verbally and in writing to answer inquiries and provide information.
- Maintain a contacts database.
- Assist with producing and editing documents, including reports and concept papers.
- Assist in updating the website.
- Book rooms and arrange required support for meetings (IT, refreshments, etc.).
- Assist in preparing agendas for meetings.
- Take and disseminate minutes.
- Maintain effective electronic documentation through a shared drive.
- Develop and maintain positive relationships with stakeholders, including faculties, departments, staff, students, and partners.
- Undertake and perform other related duties as required.
Qualifications
Educational Qualifications
- Bachelor’s degree.
Experience
- 1-2 professional relevant work experience.
Technical Skills
- Proficiency in MS Office (Excel, PowerPoint and Word)
- Excellent English and Arabic language skills.
- Time management.
- Communication.
Competencies
Core:
- Interpersonal Skills
- Collaboration
- Integrity & Accountability
- Results Focused
- Team-work
- Self-driven
- Self-disciplined
- Commitment
- Willing to learn