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  • Job reference: RMS0156512

Correspondance Coordinator

  • Sector: Commercial
  • Location: Iraq
  • Job type: Contract
  • Date posted: 29/04/2015
This vacancy has now been filled.

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The Company:
Is a major international operator.

The Role:
This position will be Dubai residency either working 5 days a week in Dubai with occasional trips to Iraq or Commuting to Iraq from Dubai 5 days a week.

JOB DESCRIPTION: Responsibilities:
- Ensure prompt and appropriate dissemination/dispatch of correspondence, focusing on content,
process and people.
- Coordinating the data entry work performed by Iraqi administration staff using the Correspondence IM
tools, to ensure consistent and quality adherence to the process for incoming and outgoing letters
- Ensuring all external correspondence adhere to Correspondence Management procedure.
- Regular reporting to the Corporate Affairs Manager on the quality of the official correspondence,
including: quality of content, translation and format
- Liaising with internal stakeholders (LT members, administration staff, etc., both Dubai and Iraq based),
ensuring information is shared, inputs are given and actions taken
- Contribute to continuous process improvement (training, troubleshooting, changes)
- Working closely with IM to ensure the correspondence IM tools are fit for purpose, access rights are administered correctly
- Working closely with Records Management lead to ensure application of Records Management requirements.
Special challenge: managing either virtually or in person the data entry work of Iraqi staff will require flexibility, perseverance and excellent coaching skills; short turn-around time and required quality of the correspondence will need the incumbent's full commitment, occasionally outside normal working hours to guarantee business continuity. Either full time presence or travel to Basra required.
PURPOSE: the Clients Managing Director and Leadership Team are required to communicate with senior government stakeholders and external commercial parties. Such communications are sensitive and require a high level of coordination between internal stakeholders to ensure their effectiveness, relevance and quality. The correspondence coordinator will ensure the application of the correspondence management process, including assuring the quality of content in both English and Arabic, and oversee the work of the administrative staff using the Correspondence IM tools. The coordinator is also responsible for tracking all external incoming and outgoing correspondence, ensure action is promptly taken and to regularly report to the LT.

Essential Skills / Qualifications:
EXPERIENCE, QUALIFICATIONS and COMPETENCIES REQUIRED: Business correspondence, drafting, writing and formating letters, proof reading, Qcing; Business translation English - Iraqi Arabic, Iraqi Arabic – English; Working with senior managers (support, administration); Operating simple IT database, presenting data reports; Supervising, coaching, motivating low-skilled or administrative staff; Ability to work in fast-paced environment, producing top quality work meeting involving expectations of senior management, striving for perfection.
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