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  • Job reference: RMS0133621

Admin Assistant

  • Sector: Commercial
  • Location: Doha
  • Job type: Contract
  • Date posted: 08/01/2014
  • Time left:
    d h m s
    (06/02/14)
This vacancy has now expired.
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The Company:
Our Client is a major petrochemical company in Qatar.

The Role:
Role Objective:
To act as a coordinator, providing a complete secretarial/clerical service including office management, time management, correspondence and clerical responsibilities.

Roles and Responsibilities:
Secretarial Services
Provide a complete secretarial and administrative service to a line manager or a department to facilitate organizational processes and allow them to concentrate on mainstream activities.
Telephone and Correspondence Service
Provide a complete telephone and correspondence service, routing correspondence and calls as necessary and replying where appropriate to ensure that all mail is dealt with efficiently.
Records and Filing
Establish and maintain records and filing systems, replenish stationery and arrange for the efficient operation of office equipment to ensure the manager can function effectively and efficiently.
Outputs
Produce various forms of documentation such as Type-copy, Photocopies, Scans, Faxes, Presentations, SAP as required.
Travel and Logistics
Make travel arrangements in a time-effective way, including booking itineraries/venues, ensuring most effective use of line manager’s time and maximum cost efficiencies.
SAP Master File Administration
Perform master file administration – customer, vendor and bank – as directed by ED Finance or controller.
Procurement
Process procurement activities on behalf of the finance department in liaison with the procurement coordinator.
Courier System for Customer Invoice
Coordinate with courier services in order to ensure that invoices are delivered to customers in a timely manner
Meetings and Conferences
Prepare and finalize details for meetings, conferences, luncheons, dinners and business functions ensuring they adhere to Company quality standards and expectations.

Key Interactions
INTERNAL
- All functional EDs
- Company Management
- Various functional professionals

EXERNAL
- Travel Agents
- Logistics providers e.g. UPS
- Car Rental Agents
- Caterers

Decision Making Authority:
Financial authorities subject to Table of General Authorities (TOGA) as amended and approved from time to time by the Board of Directors / General Assembly

Context/Special Features/ Challenges:
Individual must be personable; able to exercise mature judgment and discretion in handling and disseminating confidential material; possess initiative and be detail oriented; tactful in conversing with people of all business levels

Essential Skills / Qualifications:
High School equivalency diploma
Good written and verbal communication skills in the English language
 3 years secretarial/Executive experience
 Strong computer skills
 Strong typing skills
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