Qatar, Qatar
Fulltime: 54 hrs a week
Experience: 5 years
Closing: December 29, 2024

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Introduction

  • Manage the direct supervisor’s calendar; including scheduling meetings and appointments by answering questions and meeting requests directed to the direct supervisor and ensuring appropriate coordination and notifications.
  • Prepare correspondence, compile reports, presentations and other material and handle information requests and perform clerical duties as require by the direct supervisor.
  • Coordinate and/or execute all office administration, secretarial and clerical services in the direct supervisor’s office.
  • Represent the direct supervisor by welcoming and directing visitors, reviewing correspondence, and drafting appropriate responses.
  • Receive, filter, direct and/or relay telephone, mail and fax messages and arrange conference calls for the direct supervisor.
  • Ensure availability of a full range and appropriate administration resources, services and utilities including office equipment, stationary, refreshments, etc. in the direct supervisor’s office.

What are you going to do 

  • Provide administrative support to the direct supervisor including organizing meetings, coordinating agendas, facilitating regular submittals and approvals and tracking action items for completion to ensure specific deadlines are met.
  • Assist in conducting basic research, preparing, compiling and/or summarizing reports for the direct supervisor and briefing the direct supervisor are required.
  • Interface between the direct supervisor’s office and others by ensuring smooth flow of information and documents as required.
  • Establish and update a filing system for all documents to the direct supervisor’s office for tracking and reference.
  • Maintain appropriate control on access and custody of confidential matters and documents in the direct supervisor’s office by ensuring appropriate authority and approvals are obtained prior to such access.
  • Assist in handling special projects/assignments as directed, such as coordinating special events and other corporate functions by serving as liaison between concerned parties and the direct supervisor’s office.
  • Prepare and implement Document Control Methodology and System
  • Develop and update the Document Distribution Matrix.
  • Register, code, distribute and file in a centralized filling system, all incoming and outgoing technical and commercial documentation.
  • Ensure that latest version of documents is timely made available to users especially at plant site
  • Validate that the Project Document Control System is in line or not with the Project Document Control Procedure.
  • Monitor and expedite Owner’s review & approval turnaround time of documents to meet Contracts requirements.
  • Compile statistical report on documentation turnaround time.
  • Monitor Document Control KPI.
  • Register and report Non-Conformity in Document Control by users and recommend potential Actions Plan to mitigate issues.
  • Perform other ad-hoc responsibilities and tasks as assigned by the direct supervisor.

Essential skills and knowledge 

  • Bachelor’s degree in Business Administration or related field. Relevant training in office management or secretarial field will be necessary.
  • 5 years’ experience in executive secretarial and administration support role, or office administration/management in a busy direct supervisor’s office, 2 of which as a principal administrator or personal assistant to a direct supervisor.
  • Strong organization and planning skills
  • Good communication skills (oral and written)
  • Teamwork skills and ability to guide others
  • Ability to work under pressure and use own initiative
  • Tact, diplomacy, and the ability to relate well with other people at all levels – senior to junior
  • Strong computer skills: Microsoft Office (Word, Excel, Power Point, Access)
  • Fluent in English, knowledge of Arabic will be a definite advantage

What we offer 

  • Salary:
    • Day Rate in QAR Plus Allowance
  • Work Schedule:
    • 9 Hours / 6 Days
  • Duration:
    • Oct. 2029, renewable
  • Location:
    • Qatar

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