Operations and Facilities Admin Assistant - UAE National

Description

UAEN – Operations and Facilities Admin Assistant

Location: Expo – Dubai

In coordination with stakeholders:

• ISP Middle East Regional Team
• School Leadership Teams, Principals, and other relevant stakeholders across the regional school network
• Third-party vendors and service provider

Reporting Line: Head of premises and operations

Role context

The Operations & Facilities Admin Assistant (Authority Liaison & Coordinator) will provide comprehensive administrative and logistical support to ensure the effective and compliant management of facilities, safety, and operational processes across ISP Middle East schools.

In addition to handling day-to-day administrative and operational tasks, the postholder will serve as the primary liaison with government authorities to manage permits, approvals, inspections, and regulatory submissions ensuring compliance with UAE and Qatar regulations.

This role plays a key part in maintaining strong communication between ISP regional teams, schools, vendors, and external authorities, ensuring operational excellence, timely approvals, and adherence to all statutory requirements.

Key Responsibilities

• Provide comprehensive administrative support to the Head of Premises & Operations and the wider Operations team.
• Act as the main point of contact and liaison with government authorities such as KHDA, ADEK, Dubai Municipality, Civil Defense (DCD), MOE, ITC, and other UAE government departments for permits, inspections, and renewals.
• Coordinate and track all authority submissions, approvals, and follow-ups to ensure timely processing and compliance.
• Maintain and update a central database for licenses, NOCs, approvals, and all authority correspondence.
• Prepare and submit required documentation to authorities in compliance with regulations and deadlines.
• Support vendor and contractor coordination by maintaining updated contracts, insurance documents, and compliance records.
• Manage departmental documentation, correspondence, reports, and records to ensure efficiency and accessibility.
• Assist in compiling and formatting reports, letters, and presentations for management and government authorities.
• Schedule and coordinate meetings, prepare agendas, take minutes, and follow up on action items for operational, safety, and compliance discussions.
• Coordinate logistics for site visits, safety inspections, and meetings between ISP and government authorities.
• Support the organization of safety awareness sessions, compliance workshops, and training logistics.
• Liaise with school operations teams to ensure consistent compliance reporting and timely follow-up on actions.
• Provide document control support for Health & Safety (H&S), ESG, and compliance initiatives.
• Manage communication with vendors, consultants, and contractors to ensure all authority requirements are met before project commencement.
• Build and maintain strong relationships with external stakeholders, service providers, and government entities to ensure smooth administrative and operational coordination.
• Provide general office and administrative support to the Operations Department, including filing, scheduling, and correspondence.

Other Responsibilities

• Undertake additional reasonable responsibilities and tasks as assigned by the Head of Premises & Operations, Regional Administrator, or ISP.
• Support wider ISP initiatives related to regulatory compliance, sustainability, and operational excellence

Candidate Profile

• Qualifications High School Diploma or Bachelor’s Degree in Administration, Engineering, or a related field

• Experience

• Minimum 0-1 years of experience in administration, facilities coordination, or authority liaison within the UAE.
• Proven experience dealing with regulatory authorities such as KHDA, ADEK, Dubai Municipality, Civil Defense, and other relevant bodies.
• Strong communication, organizational, and multitasking skills.
• Excellent attention to detail, documentation, and coordination abilities.
• Location Dubai- Expo City

ISP Commitment to Safeguarding Principles

ISP is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment.

All post holders are subject to appropriate vetting procedures, including an online due diligence search, references and satisfactory Criminal Background Checks or equivalent covering the previous 10 years’ employment history.

ISP Commitment to Diversity, Equity, Inclusion, and Belonging

ISP is committed to strengthening our inclusive culture by identifying, hiring, developing, and retaining high-performing teammates regardless of gender, age, disability status, neurodivergence, socio-economic background or other demographic characteristics. Candidates who share our vision and principles and are interested in contributing to the success of ISP through this role are strongly encouraged to apply