DEPARTMENT COORDINATOR at We One

Dubai, Dubai, United Arab Emirates -

Full Time

Start Date

Immediate

Expiry Date

29 Apr, 26

Salary

0.0

Posted On

29 Jan, 26

Experience

2 year(s) or above

Remote Job

Yes

Telecommute

Yes

Sponsor Visa

Skills

Administrative Support, Calendar Management, Meeting Coordination, Travel Arrangements, Document Preparation, Data Management, Financial Analysis, Database Maintenance, Communication Skills, Oracle Fusion, MS Office, KPI Reviews, Compliance, Procurement, Office Management, Staff Administration, Project Coordination

Industry

Professional Services

Description

A. Administrative & Secretarial Support Provide full administrative support to senior managers, including calendar management, meeting coordination, travel arrangements, and document preparation. Prepare agendas, circulate pre‑reads, schedule meetings, and take minutes for meeting and other departmental forums as required. Screen, prioritize, and route incoming emails, calls, and correspondences to ensure timely response and action. B. Documentation, Reporting & Data Management Support in preparing departmental reports, KPI reviews, financial analysis inputs, annual budgets, and performance summaries for management review. Create, maintain, and update databases of internal and external stakeholders; ensure proper archiving (electronic & physical) of all departmental documents. Review departmental documents for accuracy, compliance with company templates, and adherence to standard procedures before submission. C. Department Coordination & Communication Act as the central coordination point between internal teams, external partners, clients, and visitors, maintaining a professional and service‑oriented interface. Follow up on ongoing and upcoming departmental projects; track progress, update status logs, and ensure timely completion of deliverables. Support special projects, events, and departmental initiatives as assigned. D. Staff Administration Oversee staff leave planning, attendance, overtime updates, and duty resumptions through PD systems. Maintain confidential employee files and handle the administration of outsourced staff, contracted support roles, and trainees. Support coordination of internal/external training programs and ensure required documentation, records, and compliance measures are maintained. E. Procurement, Finance & Office Management Raise and process purchase requisitions, OPEX/CAPEX requests, GRNs, and contract renewals (Oracle / MAXIMO / other systems). Manage petty cash, office supplies, and inventory; ensure timely replenishment of office and operational resources. Oversee maintenance and readiness of office premises, equipment, and departmental tools. F. Compliance, Quality & Corporate Governance Ensure compliance with organizational policies related to HSE, Information Security, and Code of Conduct. Support risk reduction efforts by reporting incidents, non‑conformances, and ensuring proper adherence to safety and security procedures. Maintain accuracy and confidentiality of departmental data and ensure secure handling and disposal of records. G. Ad‑hoc Support Perform all other related tasks and temporary assignments as directed to support departmental goals. QUALIFICATIONS, EXPERIENCE AND SKILLS: Essential Qualification: Bachelors degree in business admin, management, quality, commerce, or relevant. Desirable Qualification: Certificate in Secretarial practice, Graduate degree, Bilingual (English & Arabic). Work Experience: at least 3 years of experience in administrative, secretarial, or coordinator roles, preferably in a large organization. Technical skills required to perform the role: Advance MS Office; Outlook, Excel, PowerPoint, word/ Good Communication skills, Oracle Fusion. #LI-MA9 Trade is the lifeblood of the global economy, creating opportunities and improving the quality of life for people around the world. DP World exists to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally. With a dedicated, diverse and professional team of more than 115,000 employees from 160 nationalities, spanning 78 countries on six continents, DP World is pushing trade further and faster towards a seamless supply chain that’s fit for the future. We’re rapidly transforming and integrating our businesses -- Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades. What's more, we're reshaping the future by investing in innovation. From intelligent delivery systems to automated warehouse stacking, we’re at the cutting edge of disruptive technology, pushing the sector towards better ways to trade, minimizing disruptions from the factory floor to the customer’s door. DP World is on a mission to transcend boundaries and bridge the gap between all nations and cultures – not just in what we do but also in how we behave. We are dedicated to creating a culture where everyone feels respected, supported, and empowered to reach their full potential. We believe that embracing inclusion and diversity, drives innovation and growth and helps us connect people, businesses, and societies. Free minds and different perspectives are changing our world, and together we can change what’s possible. WE MAKE TRADE FLOW TO CHANGE WHAT'S POSSIBLE FOR EVERYONE.

Responsibilities

The Department Coordinator provides comprehensive administrative support to senior managers, including managing calendars, coordinating meetings, and preparing documents. They also oversee departmental communication, project tracking, and compliance with organizational policies.