Senior Coordination and Follow up Officer

Beginning of the main content section.Return to the home pagePrintable Format Job Description - Senior Coordination and Follow up Officer (26002284)Job Description Senior Coordination and Follow up Officer - (26002284) Job Description Role Purpose:Provide high-level administrative, coordination, and operational support to the Executive Director and Departments Directors, ensuring efficient management of communications, meetings, documentation, and follow-up actions, while maintaining confidentiality, enhancing workflow efficiency, and supporting the achievement of sector objectives and KPIs.Key Responsibilities/Duties:1. Enhanced Executive Administrative SupportProvide high-level comprehensive administrative support to the Executive Director and sector leadership, including drafting official correspondence, reports, and meeting minutes, while ensuring accurate documentation and well-organized filing systems for efficient record management and retrieval.2. Meeting & Calendar ManagementManage and coordinate sector meetings, appointments, and schedules, including preparation of agendas, recording minutes, and tracking action items to ensure timely follow-up and execution.3. Communication & CirculationFacilitate the effective circulation of official communications across the sector, ensuring timely dissemination to relevant stakeholders for awareness and required actions.4. Task & Deadline CoordinationCoordinate, monitor, and follow up on tasks, action items, and deadlines assigned by the Executive Director with internal departments, government entities, and external stakeholders to ensure timely completion.5. Documentation & ReportingOrganize and maintain official sector documentation and records, and support the preparation of periodic reports (e.g., monthly reports) for review and submission to the Director General.6. Confidentiality & Information ManagementHandle sensitive and confidential information with high discretion, ensuring compliance with DCAA policies, and recommend appropriate access controls to safeguard information.7. Office Systems & Database ManagementMaintain and update administrative databases, contact lists, and document management systems, ensuring data accuracy, accessibility, and proper recordkeeping.8. Meeting & Visit CoordinationCoordinate and arrange logistical requirements for the Executive Director’s meetings, official visits, and engagements, including scheduling, venue arrangements, and required documentation. Ensure timely communication with relevant internal and external stakeholders and maintain professional standards in all arrangements.9. Stakeholder Coordination & Protocol SupportSupport the Executive Director in coordinating with internal and external stakeholders by facilitating meeting arrangements, visit schedules, and necessary protocol requirements, ensuring smooth coordination and alignment without direct handling of stakeholder inquiries.10. Process Improvement & Administrative EfficiencyReview and enhance of administrative processes, workflows, and document management practices to improve efficiency and effectiveness within the sector.11. Operational Support for Plans & KPIsAssist in monitoring the implementation of sector plans and KPIs, maintaining relevant documentation, tracking progress, and updating records within DCAA systems.12. Information Security & ComplianceEnsure adherence to confidentiality agreements, information security requirements (ISR), and DCAA policies; address audit findings, report incidents, and participate in ongoing security awareness initiatives. 13. Other DutiesPerform any additional administrative or coordination duties as assigned by the Executive Director in line with the role requirements. Qualifications Academic Qualifications:Bachelor’s degree in Business Management or any equivalent degreeCertifications:Executive Secretarial and Office Administration.Advanced Business Communication. Professional Experience: Minimum of 11 years of progressive experience in an administrative role with a Diploma; 5 years with a Bachelor's degree; or a 3 years with a Master’s degree. Job Category: AdministrationAdvertiser: Dubai Civil Aviation AuthorityEducational-level: DiplomaRequired Nationality: UAE Only Suitable for people with determination: NoMonthly Salary: UnspecifiedSchedule-Time: Full timeJob Posting: 11/08/2026Unposting Date: Ongoing

Minimum qualifications include: Diploma with 11 years of progressive experience in an administrative role; or a Bachelor's degree with at least 5 years of progressive administrative experience; or a Master's degree with at least 3 years of progressive administrative experience. Certifications include Executive Secretarial and Office Administration and Advanced Business Communication.

Provide high-level administrative support to the Executive Director and sector leadership; manage meetings, agendas, minutes, and action items; coordinate calendar and logistics for sector meetings and official visits; circulate official communications; monitor tasks and deadlines across internal departments, government entities, and external stakeholders; organize and maintain documentation and prepare periodic reports; ensure confidentiality and information security compliance; maintain databases, contact lists, and document management systems; coordinate stakeholder engagement and protocol; review and improve administrative processes; assist in monitoring sector plans and KPIs; address audit findings and participate in security awareness initiatives; perform additional duties as assigned.