Job Description

JOB PURPOSE Responsible for supporting the Abu Dhabi Art Programme Manager and Abu Dhabi Art Team to ensure successful coordination and management of Abu Dhabi Art.

ACCOUNTABILITIES Programme Coordination Manage events licensing and acquire necessary speaker/ artists permits. Outreach and coordinate with Programme participants for vendor registration, agreements, payments, etc Provide support in updating website content Liaise with all artists/ speakers/ consultants/ curators with their travel requirements and logistics Assist in the creation and updating Events/ Programme calendar Assist the team in sending out emailers/ newsletters via Click Dimension as required Coordinate with the team and ensure all Abu Dhabi Art documentation are recorded. Eg: contracts, quotation, invoices etc. Support in managing the team's leave calendar Provide support for Abu Dhabi Art team as needed or required

Programme Finance Management Maintain expenditure/ payment tracker and prepare budget reports when needed or whenever required Check invoices and assist in ensuring that all invoices meet defined requirements in coordination with Finance department. Provide support in raising Purchase Requisitions, follow up Purchase Orders and ensure that supporting documents are all in accordance with DCT Policies and Procedures Coordinate with the Supply Management department for vendor registration (for new artists/ vendors/ suppliers) and other Oracle related matters. Coordinate with Finance department and ensure that payments, especially related to Programmes are processed on time and in accordance with payment terms, contract terms (if any); follow up with the Finance department regarding any queries from vendors etc. (payables); process expense claims if needed Manage petty cash requests/ credit card consolidations.

Programme Database Management Create and manage database for curators, artists, speakers etc. and ensure that all information are up-to-date. Assist in coordinating and liaising with relevant departments from Support Services sector to avoid duplications and efficient data management.

Policies, Processes and Procedures Follow all Abu Dhabi Art section policies, processes, procedures and instructions so that work is carried out in a controlled and consistent manner. Collaboration Collaborate with internal and external stakeholders on matters related to Abu Dhabi Art Programme Project Management area in order to facilitate flow of information and also to build awareness in those areas. Day-to-Day Operations Follow the day-to-day operations set by the Line Manager in the Abu Dhabi Art section to ensure continuity of work and the delivery of effective and high quality outputs. Report on a regular basis to the Line Manager on their operational activities, its challenges, hurdles and methods of resolution or mitigation etc. as required to keep the Line Manager informed and updated about their activities. EHS (Environment, Health and Safety) Comply with all relevant EHS guidelines, policies and procedures, by reporting incidents and hazards on a timely manner, and reduce consumption of natural resources to support in protecting the environment and ensure a healthy and safe work environment. QUALIFICATIONS, EXPERIENCE, COMPETENCIES Qualification (e.g. Academic Qualification, Certifications, Licenses) Diploma's degree in Art Management, Business Administration, Financial Management, and Museum Studies or equivalent. Experience A fresh-graduate or someone with at least 1 to 2 years of experience in Art Management or in Art Programmes or in any other equivalent role within similar fields. Preferably, someone with excellent knowledge and understanding of reporting as well as understanding of financial processes and budgeting. Also, someone with excellent time management and organizational ability. Plus, attention to details and problem solving ability would be preferred .