Administrative Specialist

Company Overview

Rapid Response Services International (RRS) has been operating since 2008 across the UAE, Sudan, Uganda, and Rwanda. The organization focuses on non-commercial project management and supply chain support, primarily serving non-governmental organization (NGO) clients. Its work spans humanitarian, development, and peacekeeping support in high-risk, hostile, and conflict-affected settings. With more than 18 years of experience, RRS has developed strong capabilities in supporting critical operations and communities across Africa.

Role Summary

This full-time, on-site Administrative Specialist position in Dubai is centered on keeping day-to-day office operations running efficiently. The role covers correspondence handling, meeting coordination, record keeping, documentation control, report and presentation preparation, project team coordination, logistics support for non-commercial projects, filing, data entry, and deliverable tracking. It also includes basic financial administration, responding to customer queries, and ensuring prompt, accurate communication throughout the office.

Key Focus Areas

• Manage incoming and outgoing correspondence and maintain clear internal communication.
• Organize calendars, schedule meetings, and support day-to-day office coordination.
• Maintain accurate records, files, and documentation for ongoing work.
• Prepare reports and presentations for internal as well as external audiences.
• Support project teams with logistics, filing, data entry, and tracking of key outputs.
• Assist with routine finance-related administrative tasks and customer inquiries.
• Work in a structured, fast-moving environment that supports humanitarian operations.

Qualifications

Applicants should bring strong communication and customer service abilities, along with analytical thinking and basic finance knowledge to assist with review and routine administrative tasks. Prior experience in administrative support, including scheduling, document handling, and office coordination, is important. Proficiency in standard office tools such as MS Office, strong organization, and the ability to manage several deadlines at once are essential. A diploma or bachelor’s degree in Business Administration, Management, or a related field is preferred, although relevant work experience may be accepted in place of formal education. The role also requires the ability to work on-site in Dubai, maintain confidentiality, and collaborate respectfully with others.

Additional Notes

The position is based in Dubai and is fully on-site. Experience in mission-driven or humanitarian environments would be valuable given the nature of the organization’s work.