Job Description

Job Title: Institutional Relations Coordinator – Qatar's Ministry

Host Entity: Qatar's Ministry 
Reporting To: Institutional Relations (IR) Manager
Location: Qatar

The Institutional Relations Coordinator will support Qatar's Ministry Institutional Relations function by coordinating stakeholder engagement and ensuring timely alignment, approvals, and support from national and international counterparts. The role involves managing stakeholder communication, facilitating cross-government coordination, and supporting engagements with international organizations under the direction of the IR Manager.

Key Responsibilities

Stakeholder Coordination

• Manage day-to-day engagement with assigned stakeholders including government entities, ITU counterparts, diplomatic missions, and partners
• Track actions, follow up on commitments, and ensure timely closure of IR-related tasks.

Cross-Government Alignment

• Coordinate inputs and approvals required for event delivery such as protocol, security, visas, customs facilitation, venues, transportation, health services, and other enabling functions
• Ensure dependencies, responsibilities, and timelines are clearly defined.

Issue Identification & Escalation

• Identify potential bottlenecks, risks, and delays in approvals or stakeholder actions.
• Consolidate information and propose solutions for escalation to the IR Manager.

ITU Engagement Support

• Support coordination with the ITU Secretariat regarding host-country requirements, official visits, and deliverables.
• Ensure responses and documentation are accurate, timely, and consistent.

Engagement Planning

• Maintain stakeholder mapping, engagement calendars, and relationship notes
• Track stakeholder interactions to ensure continuity and consistent messaging.

Workstream Coordination

• Liaise with internal Qatar's Ministry  teams including protocol, operations, communications, security, legal, and finance
• Translate stakeholder commitments into actionable deliverables across workstreams.

MoU Coordination

• Coordinate preparation, documentation, and routing of MoUs and cooperation agreements
• Ensure proper review, version control, and approvals in coordination with the Legal team.

Reporting

• Prepare weekly progress reports for the IR Manager and event leadership, highlighting progress, challenges, and required decisions.

Communication & Writing Requirements

• Excellent verbal and written communication skills to interact with senior stakeholders.
• Strong formal writing skills in Arabic and English, including preparation of:
• Official correspondence (letters and emails)
• Briefing notes and stakeholder updates
• Meeting summaries and decision memos
• Invitations and coordination notes
• Leadership summaries and reports
• Ability to convert complex information into clear, concise, and decision-ready documentation while maintaining protocol awareness and confidentiality.

Qualifications & Experience

• Bachelors degree in International Relations, Public Policy, Communications, Business Administration, or a related field
• Masters degree is an advantage.
• 4–7+ years of experience in institutional relations, stakeholder engagement, government liaison, or international conference/event coordination.
• Experience working in multilateral or UN-style environments is an advantage.
• Experience working in multicultural teams and international events or conferences

Core Competencies

• Strong stakeholder management and diplomatic communication skills
• Excellent coordination, planning, and follow-up capability.
• High attention to detail, professionalism, and discretion.
• Ability to work under pressure and manage multiple priorities across workstreams and time zones.

Language & Technical Skills

• Fluent in Arabic and English (mandatory)
• French language proficiency is an advantage.
• Proficiency in MS Office, Teams, SharePoint, and Excel tracking/reporting tools

Work Conditions

• Flexibility to work extended hours during peak milestones and conference periods
• Availability to respond to time-sensitive stakeholder requirements