Mathaf: Arab Museum of Modern Art : Regsitrar

Full time position.

About the Job:

Role purpose: Provide registrar support across all areas, managing exhibitions projects.  Provide administrative support across all areas; manage the financial tracking and administrative systems underpinning the work of the Registrar.  Be an expert user of the museum system collection management database (KE EMu), responsible for a substantial amount of data entry, data queries and running reports.  Coordinate with QM legal department for loan agreements and contracts.

Key Accountabilities:

  • Assign loan numbers, generate artwork checklists and acquire CEO approval of all loans
  • Oversee data management of loans and exhibition objects in KE EMu
  • Execute loan agreements in collaboration with QMA Legal, exhibition developers and project managers, and maintain correspondence with lenders
  • Provide up-to-date facilities reports and respond to questions regarding display, security, and environmental conditions
  • Ensure that all loan conditions have been met, including environmental conditions, lighting, security, and display.
  • Issue insurance certificates to lenders and review incidents of damage or other matters impacting insurance with QMA Legal Department as necessary
  • Confirm that proper inbound/outbound shipping and customs documents have been submitted to QMA Logistics
  • Ensure that QMA Finance receives and pays invoices from lenders and/or their agents
  • Facilitate travel arrangements for couriers/technicians and serve as courier when necessary
  • Shipping, Installation, and Maintenance of Exhibitions
  • Produce tender documentation and assist Head of Exhibitions in projecting budget for exhibition shipping, installation, de-installation, and insurance.
  • Oversee logistics and transportation schedule for the safe and economical transport of objects in close coordination with shippers, lenders, couriers, and customs agents
  • Receive shipments, verify packing lists, and complete incoming receipts
  • Monitor the loading, unloading, packing, and unpacking of exhibition objects and movement throughout museum venue
  • Create and complete detailed condition reports with couriers and/or conservators at unpacking and repacking of artwork
  • Create detailed production timelines, installation and de-installation schedules, and movement plans
  • Supervise contracted art handler teams for installation/de-installation
  • Ensure that digital photographic records of exhibitions objects and packing methods are kept
  • With Conservators, record and monitor object conditions and environments
  • Coordinate object dispersal at conclusion of loan period
  • Serve a member of Emergency Response Committee and provide input on museum disaster plan
  • Other duties as assigned.


About The Applicant:
  • Knowledge of Register processes and knowledge of Museum standards and procedures
  • Masters of Arts Degree in Art History, Museum Studies, Studio Art Library Science or relevant field and/or five (5) years of experience in museum registration or within the fine arts industry
  • All educational degrees must be from a regionally accredited institution
  • Excellent project management skills
  • High level of written and oral communication skills
  • Detail oriented with special attention to accuracy
  • Ability to be flexible, communicative, and work collaboratively in a team environment
  • Excellent knowledge of conservation/preservation practices
  • Experience and knowledge of collections management software i.e., File Maker Pro or Ke EMu
  • Knowledge of copyright, fair use, and licensing in regards to the visual arts
  • Ability to work a flexible schedule that may include evening and weekend assignments
  • Experience with finances and financial data
  • Thorough knowledge and experience of Microsoft Windows applications, 
spreadsheets and collection management databases
  • Meticulous and mature approach to work


Deadline September 30, 2018


To apply, visit:

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