Communications Coordinator

**Communication**
**Internal Communication**:
VP - Corporate Communications Business Units or Department Heads
**Purpose**:
To organize, follow-up and coordinate meetings, requests, mail/phone communication, prepare/review correspondences and presentations.
To engage and manage them for assigned projects/tasks related to Corporate Communications functions.
**External Communication**:
Company Stakeholders/ Business Partners/ Customers and Clients/Ministries/Third Parties
**Purpose**:
To facilitate the exchange of clear and effective communication with external parties, coordinate meetings, arrange venues, provide services, deliver corporate image and marketing

**Occupational Health & Safety and Environment**
**Accountability**:
Are accountable for their acts and omissions.
**Responsibility**:
To follow agreed safe systems of work; to follow training and instructions; and to report accidents, incidents and near misses.
**Authority**:
To stop work if they think the work is unsafe.

**Education & Professional Qualification**:

- Diploma

**Professional Experience**:

- 3 - 5 years in office administration or an executive secretarial position
**Geographic Experience**:

- Preferred

**Computer Skills**:
**Language Skills**:

- Business Fluent in English & Arabic

**Market/Industry/Functional Knowledge**:

- Strong knowledge of administrative procedures
- Good knowledge of corporate functions and activities
- Good knowledge of documentation recording and administrative tasks

**Key Roles & Responsibilities**
- Monitor corporate communications projects progress and create project status reports for any project assigned by the corporate communication.
- Assist with resource scheduling so that team members have the resources they need to complete their tasks.
- Execute a variety of project management administrative tasks such as billing and book keeping.
- Support team members when implementing risk management strategies
- Perform all administrative tasks allocated by the VP - Corporate Communications and provide entire support to the team;
- Maintain personal and business duties along with corporate record keeping for multiple entities;
- Prepare presentations, manage office projects, perform required research, prepare correspondences as well as administrative and functional activities;
- File (soft and electronic copies), storage and retrieval of business and personal activities, by constant update and follow up;
- Assist in monitoring the budget expenditure, invoicing and payment for Corporate Communication Department in Oracle;
- Maintain the inventory of office stationery, including place orders, arranging delivery, dispensing supplies and handling receipts along with petty cash;
- Attend meetings and compose meeting minutes or reports;
- Plan, design and manage events, production, and sponsorships, including coordination and execution of event communications. These include but not limited to local, regional and international seminars, AGM, trade shows, client events, business meetings, sponsorships, conferences, exhibitions and social functions to help expand Milaha brand name globally.
- Manage events and meetings involving Milaha VIP guests (including Board of Directors), and ensure all arrangements are handled in a professional and timely manner.
- Prepare an annual external and internal event calendar locally and internationally to seek interest and set budget in advance.
- Identify event goals. Set, communicate and maintain timelines and priorities on event programs.
- Manage the day-to-day relationship and activities with external vendors and event partners including all event logistics, fiscal requirements and event budget.
- Build strong relationships with key internal stakeholders and coordinate with other departments to identify their needs and support their event programs as required.
- Coordinate with Procurement to negotiate agreements with vendors and client contacts to ensure lowest cost and highest quality of service.
- Coordinate event environment (signage, branding, collateral, décor, location, entertainment, transportation, equipment, etc.) and manage the execution of events onsite successfully including invitee list, reserving rooms, determining catering needs, preparing materials, tracking various expenditures and revenues, and maintaining any necessary records.
- Analyse event operations and prepare and implement recommendations for improving operational efficiencies within the events.
- Trouble shoot and smooth issues related to the successful execution of the event program.
- Provide post event analysis, budget recaps, internal and client feedback and incorporate learning into future event plans.
- Ensure our event presence is consistent with Milaha’s brand message.
- Perform job related duties as assigned

**Education & Professional Qualification**:

- Diploma

**Professional Experience**:

- 3 - 5 years in office administration or an executive secretarial position
**Geographic Experi