DohaRole Objective : The incumbent will be responsible for providing comprehensive and confidential administration and office support services to the respective Group Head and be responsible for all day-
to-day administration procedures. The incumbent will also be responsible for coordinating communication with other divisions / departments for administrative services and be the prime contact for all enquiries.
Detailed Roles and Responsibilities : OPERATIONAL (100%)â¢Provide efficient administrative and office management services to the respective Group Head, ensuring work is completed effectively and efficiently within agreed timescales.
â¢Ensure that all telephone enquiries from a variety of sources are dealt with professionally. Take initiative to follow-
up on enquiries when appropriate.â¢Ensure efficient office systems are in place, including ordering of supplies, filing of correspondence, and prioritizing e-
mails.â¢Organize, maintain, and update the diary and calendar of the respective Group Head. This entails arranging meetings, seminars, and conferences as and when required.
This may also include hotel booking, venues, transportation, etc.â¢Take minutes of meetings or type letters based on verbal instructions or written notes.
â¢Arrange meetings as and when needed, circulate papers and follow-up action points where necessary.â¢Keep accurate records of all complaints escalated to the office of the respective Group Head, ensuring that responses and reports are available from Managers / Senior Officers within the agreed timescales.
â¢Receive and make telephone calls on behalf of the respective Group Head.â¢Translate (in coordination with the translator) correspondences and reports from Arabic to English and vice versa as and when requested.
â¢Type reports / correspondences in Arabic and English on word processor e.g. MS Word, etc.â¢Maintain stocks of stationery consumables and important forms, to correspond to requests from the respective Group Head as and when required.
â¢Maintain and manage all working papers and corporate records with timely updates and archives on soft and hard copies.â¢Assist in preparation of presentations as requested by the respective Group Head.
â¢Handle regular archiving both electronically and physically as per organization standards.â¢Ensure high standards of confidentiality to safeguard commercially sensitive information.
KEY INTERACTIONSInternalâ¢Division Head / Managerâ¢All other employees (as and when required)External : â¢Administrative / Business Service Providersâ¢Customers / Guestsâ¢Office SuppliersCOMPETENCIES, KNOWLEDGE AND EXPERIENCEEducational Qualifications : â¢Bachelors of Business Administration, from a recognized university.
Experience : â¢About 2-4 years of related experience of which a minimum of 1 year should be in a similar position / responsibility, preferably in a similar Industry.
Behavioral Competencies : â¢Analytical Abilityâ¢Business Acumenâ¢Communicationâ¢Creativity & Innovationâ¢Customer Orientationâ¢Personal Motivation / Productivityâ¢Planning & Organizingâ¢Process Excellenceâ¢Teamworkâ¢Time ManagementTechnical Competencies : â¢Computer Literacyâ¢Customer Serviceâ¢English & Arabic Language Skillsâ¢Office Administration