PMO Administrative Coordinator - UAE Expo Office
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Key skills for this role
About the Role
YoSH is seeking a PMO Administrative Coordinator to support the UAE Expo Office PMO in delivering international Expo participation. The role involves procurement coordination, meeting scheduling, travel arrangements, documentation management, and financial processing support.
Key Skills for This Role
Responsibilities
- Provide day to day administrative support to the PMO and UAE Expo Office
- Coordinate internal and external meetings, including scheduling, logistics, and follow up
- Attend meetings when required, take structured notes, and circulate meeting minutes and action items
- Support the PMO in maintaining organized documentation and records
- Support the PMO and other Department Leads in procurement and tender coordination
- Assist with issuance of NDAs, RFPs, PQQs, and other bid documents
- Coordinate communications with bidders, partners and stakeholders during procurement
- Track procurement timelines, submission deadlines, and evaluation schedules
- Support organization and coordination of tender evaluation meetings
- Maintain procurement logs, registers, and submission records
- Support the PMO in maintaining and following up on task tracker actions and logs
- Assist with coordinating inputs and documentation from internal teams and external consultants
Requirements
- Degree in a relevant or appropriate field
- Minimum 3 years of professional experience in administrative, coordination, or project support roles
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) essential
- Qualifications in Project Management (e.g., PMP) are desirable
- Experience supporting procurement processes, tenders, or project teams is desirable
- Experience working within large projects, events, or Government environments is an advantage
Full Job Posting
Job Summary
- The PMO Administrative Coordinator role will provide day to day operational, administrative, and coordination support to the UAE Expo Office Project Management Office (PMO), primarily supporting the delivery of the UAE’s participation in upcoming international Expos, including: Expo 2027 Yokohama, E
- The role will support the PMO in maintaining effective governance, coordination, and reporting across the Expo programmes, including Operations, Programming, Communications, Strategy and Narrative.
- The position will play a key role in ensuring smooth internal coordination across the UAE Expo Office and external stakeholders and partners.
Key Responsibilities
- Provide day to day administrative support to the PMO and UAE Expo Office.
- Coordinate internal and external meetings, including scheduling, logistics, and follow up.
- Attend meetings when required, take structured notes, and circulate meeting minutes and action items.
- Support the PMO in maintaining organized documentation and records.
- Support the PMO and other Department Leads in the coordination and administration of procurement packages and tender processes.
- Assist with the issuance of: Non Disclosure Agreements (NDA’s), Requests for Proposals (RFPs), Pre Qualification Questionnaires (PQQs), and other bid clarification documents.
- Coordinate communications with bidders, partners and stakeholders during the procurement processes.
- Track procurement timelines, submission deadlines, and evaluation schedules.
- Support the organization and coordination of tender evaluation meetings.
- Maintain procurement logs, registers, and submission records.
- Support the PMO in maintaining and following up on task tracker actions and logs.
- Assist with coordinating inputs and documentation required from internal teams and external consultants.
Key Skills & Attributes
- Strong organizational and coordination skills.
- Excellent attention to detail.
- Strong written and verbal communication skills (Arabic speaking is preferable).
- Ability to manage multiple tasks and priorities simultaneously.
- Proactive and responsive working style.
- Ability to work effectively in a fast paced project environment.
- Professional and diplomatic communication when engaging with external partners.
Experience and Qualifications
- Degree in a relevant or appropriate field.
- Qualifications in the field of Project Management are desirable e.g. PMP.
- Minimum 3 years of professional experience in administrative, coordination, or project support roles.
- Experience supporting procurement processes, tenders, or project teams is desirable.
- Experience working within large projects, events, or Government environments is an advantage.
- Proficiency in Microsoft Office (Word, Excel, PowerPoint, Outlook) essential.
Working Environment
- The Expo Office operates within a fast paced and dynamic environment with compressed timelines and multiple international stakeholders.
- Occasional availability outside standard working hours may be required.
- Ability to handle time sensitive and confidential information with discretion.
- Occasional international travel may be required.
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