Administrative Officer

Administrative Officer - Goa International Arbitration & Mediation Conclave (GIAMC)

Position Overview

The Administrative Officer will serve as the key operational anchor for the Goa International Arbitration & Mediation Conclave. The role entails comprehensive oversight of day-to-day administrative functions, coordination of arbitration and mediation activities, facilitation of stakeholder communication, and ensuring the smooth and efficient functioning of all conclave-related operations. The incumbent will act as the primary support to the management and governing bodies in achieving GIAMC’s objectives of promoting excellence in Alternative dispute resolution.

Key Responsibilities

Operational Management :

Oversee and manage the daily administrative operations of GIAMC.

Ensure timely execution of all tasks related to events, Training programs, panel sessions, and meetings.

Handle , documentation, scheduling, and coordination of all conclave-related activities.

Maintain high standards of professionalism, confidentiality, and operational discipline.

Arbitration & Mediation Coordination :

Assist in managing the arbitration and mediation framework under GIAMC.

Maintain case files, panel lists, schedules, and procedural timelines.

Coordinate with arbitrators, mediators, counsels, and parties involved in ADR processes.

Ensure compliance with institutional rules, procedural guidelines, and best practices in ADR / ODR.

Provide administrative support for hearings, submissions, and documentation.

Stakeholder Engagement & Communication :

Act as the primary liaison between GIAMC, participants, institutions, panelists, and partner organizations.

Facilitate smooth communication between the governing council, legal experts, participants, and external stakeholders.

Draft professional correspondence, notices, circulars, reports, and minutes of meetings.

Documentation & Record Management :

Maintain comprehensive records of arbitration and mediation matters.

Ensure proper archival of event documents, agreements, MoUs, and conclave records.

Prepare periodic operational and activity reports for management review.

Event & Program Coordination

Manage planning and execution of GIAMC events, conclaves, workshops, seminars, and training programs.

Coordinate vendor management, venue arrangements, hospitality, and participant support.

Support academic and professional development initiatives of GIAMC.

Compliance & Governance Support :

Ensure adherence to institutional policies and relevant legal / ADR frameworks.

Assist in the formulation and implementation of operational guidelines and SOPs.

Support internal audits and compliance processes.

Administrative & Financial Support

Assist in budgeting, procurement processes, and expense management for conclave activities.

Maintain inventories, office supplies, and resource allocation.

Coordinate with accounts and finance teams wherever required.

Qualifications & Skills Required :

Master / Bachelor’s Degree in Law, (Master’s degree or ADR certification will be an added advantage).

Trained Arbitrator / Mediator will be given preference

Strong understanding of arbitration, mediation, and dispute resolution processes.

Excellent communication, drafting, and interpersonal skills.

Strong organizational, analytical, and multi-tasking abilities.

Proficiency in MS Office and experience in managing digital documentation systems.

Ability to work independently, handle confidential matters, and manage diverse responsibilities.

Personal Attributes

Professionalism and integrity

Attention to detail

Proactive and solution-oriented mindset

Strong coordination and leadership abilities

Commitment to promoting ADR excellence