1. Job Details
Job Title: Registrar
Department: Culture Programming
Section: Abu Dhabi Public Art
Unit: Art Commissions
Direct Manager: Art Commissions Unit Head
Direct Reports: N/A
2. Role Purpose
Handle all aspects of collections management and documentation for the Abu Dhabi Public Art Collection and associated loans. Coordinate and plan the installation and maintenance of public art projects, ensuring the effective implementation of collections management procedures for both owned and borrowed artworks.
3. Key Responsibilities
Collection Registration & Documentation
- Coordinate with the Art Commissions Unit Head on all matters related to the registration and conservation of PAAD collections.
- Maintain accurate and up-to-date records of all artworks, including cataloguing, inventory tracking, numbering, and location management, using DCT’s CMS, DAMS, and other collections systems.
- Lead the compilation and documentation of collection records, including condition and installation reports.
Relationship & Contracts Management
- Collaborate with internal teams (including Project Managers) to contribute to the development of collection management policies, procedures, and strategic plans.
- Draft, review, and process contracts and agreements with external consultants, contractors, and suppliers, ensuring compliance with legal and procedural requirements.
- Review stakeholder documentation such as reports and advice notes, and recommend modifications to ensure alignment with departmental and organizational objectives.
Logistics, Shipping & Customs
- Coordinate international and local shipments of PAAD artworks, ensuring compliance with UAE and international regulations, including customs documentation and procedures.
- Supervise logistical planning including packing, crate building, freight forwarding, and courier arrangements.
- Receive and supervise shipments on-site and in storage, including during night shifts or weekends as required.
Installation & Site Operations
- Plan and coordinate installation of artworks (new acquisitions, commissions, and loans) in collaboration with contractors and the Art Commissions Unit Head.
- Supervise on-site installations, ensuring adherence to local regulations for public spaces and maintaining safety and documentation standards.
Documentation, Reporting & Insurance
- Draft and review key documentation including reports (installation, condition, maintenance), correspondence, and forms related to collection activities.
- Assist in managing contractor invoices and reviewing framework agreements to ensure compliance with terms.
- Prepare and review loan agreements and artist contracts in collaboration with the Art Commissions Unit Head.
- Coordinate the onboarding and oversight of freelance registrars and conservators.
- Support insurance policy evaluations, risk assessments, and negotiations of coverage terms with insurers.
Shared Activity
- Carry out any other duties and responsibilities related to the role at the request of the direct manager.
- Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.
- Demonstrate compliance to organisation’s values and ethics at all times to support the establishment of a value drive culture within the organization.
- Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.
- Take an active role in the EHS initiative.
- Adhere to the DCT Occupational Safety and Health policy, regulations, and laws, and provide help to the Corporate EHS in executing the OSHMS.
- Report any incidents, near misses, occupational illnesses, unsafe practices, and conditions immediately to the concerned person and participate in the investigation of OSH incidents, as required.
- Wear the necessary Personal Protective Equipment (PPE) when applicable.
4. Communication and Business Relationships
Internal
- Culture Sector
- DCT Relevant Sectors / Departments
External
- Key Vendors/Suppliers
- Regulatory Authorities (Such as Municipality)
- National Government & Education Institutions
- International Institutions
- Any Other Relevant Stakeholders
5. Qualifications
- Bachelor’s (Master’s preferred) in Museum Studies/museology, Works of art and preventive conservation, history of art (contemporary art and exhibition specialty) or any other degree within relevant industry.
6. Experience
- At least 3 to 5 years of experience in museums or Museum Registration / Documentation / Collections Management /Logistic field.
- Preferably, someone with demonstrated experience in monumental artwork /contemporary art registration and/or outdoor installation with a strong portfolio of completed projects.
- Knowledge and proficiency in application registration, documentation and collections management standards and methods.
- Knowledge and proficiency in all logistic fields linked to collection management (international transportation, shipping, crate making)
- Knowledge of customs control and regulations is preferable.
- Knowledge of collections management databases, international recognized collections management standards, terminology control and collections storage management, Knowledge of various insurance companies at the international level.
- KeEmu database experience is desirable.
7. Skills
- Language: Full professional English proficiency both in speaking and writing; Arabic desirable.
- Skilled in MS Office (PowerPoint, Word and Excel) and Adobe.
- Skilled in database administration and development (CMS – EMu, Adlib, TMS etc.).
- Ability to guide and motivate juniors.
