PMO Administrative Coordinator - UAE Expo Office

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:

1. Expo 2027 Yokohama

2. Expo 2027 Belgrade

3. Expo 2030 Riyadh

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 role will primarily support the PMO in the following key areas:

• Procurement coordination
• Meetings and workshop scheduling and administration
• Travel arrangements and bookings
• Documentation management and control
• Financial processing support
• Support PMO with preparation of reports, dashboards and presentations
• Day to day administrative support and coordination

The position will play a key role in ensuring smooth internal coordination across the UAE Expo Office and external stakeholders and partners. For example, coordinating between the UAE Expo Office internal teams (PMO, Operations, Communications, Events and Programming), merchandise designers, merchandise suppliers, external operational retail partners and travel/logistics partners (for shipping).

Due to the fast-paced nature of Expo program and compressed delivery timelines, the role requires high levels of responsiveness, organization, and flexibility.

Key Responsibilities

Administrative & Coordination Support

• 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.

Procurement & Tender Coordination

• 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.

Project Coordination & Tracking

• 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.
• Support coordination between internal teams and external stakeholders to ensure alignment and timely delivery of outputs.
• Support with the collation of the necessary information and data, required for the PMO to prepare: Project reports, trackers, and presentations as required.

Travel & Logistics Coordination

• Coordinate travel arrangements for Expo Office staff and project stakeholders when required. This includes researching appropriate travel and accommodation options, booking tickets, accommodation and transfers for the team as needed. Coordinating with Travel partners.
• Support the organization of workshops and coordination meetings by planning all required logistics and administrative tasks.

Financial Administration Support

• Support the processing of consultant invoices, following PMO approval and established processes.
• Assist with entering invoices into the relevant internal systems.
• Track payment progress and follow up with finance and partners teams as required.

Document Control & Communication

• Support the maintenance and organisation of records for key project documents, correspondence, and procurement materials. Organisation updating and maintaining of the SharePoint/OneDrive folders in accordance with the approved policies and required documentation.
• Support the preparation and circulation of project documentation and internal communications. Supporting in ensuring appropriate information and file sharing systems are established and maintained.
• Ensure document control practices align with PMO standards and governance requirements.

Working environment

The Expo Office operates within a fast-paced and dynamic environment with compressed timelines and multiple international stakeholders. The role requires a proactive and agile working approach, with the ability to respond quickly to evolving project requirements.

Occasional availability outside standard working hours may be required to support procurement deadlines, international coordination, and key project milestones.

Ability to handle time-sensitive and confidential information with discretion.

Occasional international travel may be required.

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.