Executive General Secretary Office - Dubai Government Media Office

1. General responsibilities

• Participate in developing and implementing the plans and budgets of the Office of the SecretaryGeneral in accordance with the institutional objectives.
• Working under the terms of reference of the Office of the SecretaryGeneral.
• Ensure adherence to institutional policies procedures and quality standards in the Office of the SecretaryGeneral.
• Coordination with the Strategy Department on strategy meetings and the authority matrix.
• Preparing monthly and annual reports to be submitted to the SecretaryGeneral which include summaries and details of the SecretaryGenerals monthly activities and a status report.

2. Correspondence and archiving Writing letters in Arabic and English as needed and approving them by the SecretaryGeneral in addition to sending correspondence and following up on it to ensure that it fulfills the purpose for which it was sent.

• Classifying electronic correspondence and written correspondence received by the SecretaryGeneral for distribution to the relevant departments or sections of the Council and informing the SecretaryGeneral of the issues that require his attention.
• Taking care of the procedures for delivering directives and messages issued by the SecretaryGeneral to the Councils departments and departments attached agencies and media sectors and confirming their receipt by the people concerned with them.
• Supervising the preservation and archiving of all files and records related to the work of the SecretaryGeneral while ensuring adherence to procedures for the safety and confidentiality of data and files.
• Supervising the receipt of the required reports and studies prepared by concerned parties inside and outside the Council ensuring their privacy reviewing them and presenting them to the SecretaryGeneral.

3. Implementing appointment scheduling and coordination Taking care of the SecretaryGenerals schedule recording the timings of meetings and their participants and making communications in which he can act on behalf of the SecretaryGeneral.

• Sending invitations to attend the SecretaryGenerals meetings in addition to supporting the process of coordinating the meetings and determining their requirements in addition to setting priorities for the SecretaryGenerals participation in the Councils activities.
• Implementing coordination and followup procedures with external parties regarding invitations addressed to the SecretaryGeneral and ensuring that his agenda and list of appointments are updated regularly and at all times.

4. Implementing meetings Taking care of the SecretaryGenerals visits to ensure that the protocol rules are observed with the necessary coordination to confirm the availability of the necessary elements for the success of these visits whether in cooperation with internal parties in the Council or with the assistance of external parties.

• Coordinating with the necessary departments regarding the SecretaryGenerals meetings and following up on the points recommendations and decisions made in the meeting with the relevant authorities outside the Council following the meetings.
• Cooperating with representatives of the entities that will be included in the visits to coordinate all necessary arrangements in terms of protocol and take the necessary logistical measures and preparations.
• Preparing the agendas of committees conferences and meetings in which the SecretaryGeneral participates and related information and following up on the implementation of the decisions and recommendations issued by them.
• Updating lists that include the names and contact information of dignitaries senior officials and senior visitors ensuring ease of communication with their offices.
• Adherence to the principles and standards of the protocol in force in the United Arab Emirates and abroad.
• Preparing minutes for the meetings of the Council and all its affiliated committees and councils.

5. Other Implement other responsibilities and tasks as directed by the SecretaryGeneral in order to achieve the desired objectives.

Functional specifications
Main transactions and their nature
Internal dealings:

• Coordination with Council departments committees advisory councils and Council members to implement the directives of the SecretaryGeneral
• Collaborate with strategy and performance management.

External dealings:

• Implement coordination procedures with VIP offices and other external parties on matters related to protocol arrangements and logistical preparations for visits and other official activities.

Functional Skills (Technical/Behavioral Competencies)

• Excellent communication skills at both the institutional and personal levels both verbally and in writing.
• Excellent skills in dealing with others and good knowledge of protocol rules.
• Planning organizing and time management.
• Good ability to solve problems.
• Good knowledge of computer software especially related to word processing (Microsoft Office).
• Good knowledge of the principles of proper textual drafting.
• Good knowledge of Arabic and English spoken and written.

Required experience
Job Experience At least 34 years in related fields preferred.