| High Level Administrative Support:
– Organize and maintain CPO files of correspondence, records, forms, applications etc., following up on pending matters.
– Prepare documents, forms, applications etc. based on requests received from Departments.
– Read and analyse incoming e-mails, faxes, memos, submissions, and reports in order to determine their significance and plan their distribution and action.
– Produce a variety of correspondence, reports and presentations using the appropriate software for word processing, graphics, and spread sheets.
– Screen telephone calls, letters, and/or visitors, answers routine questions, and furnishes information, when possible.
– Route or answers routine correspondence not requiring CPO’s attention.
– Process replies on own initiative or based on CPO instruction or notes.
– Prepare regular reports, gather, and summarize data.
– Make travel arrangements for CPO.
– Administer and chair the Group’s administrative assistant monthly meetings and update the action log via share point system.
– Administer the Group webpage and ensure share points systems were updated Group record, document.
– Update and formalize Group organizational structure according to the approved structure and upload into the Group webpage.
– Complete monthly corporate credit card billing statements, time sheets.
– Organize and publish the Group messages on behalf of the Chief.
– Receive and respond to incoming inquiries for the Chief and the Group when required.
– Screen and proof read incoming correspondence and communication in order to determine the urgency/importance.
| Meetings and Calendar:
– Schedule appointments and coordinates arrangements for meetings and conferences.
– Remind attendees of forth-coming meetings and prepare meeting agenda.
– Arrange meeting facilities and take minutes.
– Assure secretarial follow-through.
– Maintain CPO appointment calendars.
– Prepare monthly (management weekly meeting, KPI’s scorecards and others). |
| Record Keeping:
– Maintain office files and records in accordance with internal procedures.
– Maintain CPO filling of highly confidential documents for chief reference.
– Maintain a record keeping matrix and keep it updated to meet Group’s criteria. |
| Customer Service:
– Organize and expedite flow of work through CPO office and Initiate follow-up action.
– Receive and screen internal customers and their calls.
– Answer employees’ queries in a timely and professional manner.
– Process related requests according to given authorities. |
| Support to Planning Team:
– Act as the front liner Coordinator for the Group when interacting with other business Groups and act as a stand by focal point person.
– Direct coordination with Group Managers on behalf of the Chief.
– Assist Planning Group Team in admin and routine requests.
– Organize Group events, off site meetings, gatherings and functions.
– Organize and plan Group’s schedule leave planner for the year and presented to chief for approval.
| 10. QUALIFICATIONS, EXPERIENCE and SKILLS: |
| Minimum Qualification:
· High School Certificate.
· Higher Diploma or Bachelor Degree is an advantage.
Minimum Experience:
· 3 – 5 years of Experience in a similar role the Oil and Gas Industry preferably in Qatar.
· 2 years of Experience in providing admin support to Senior Management is an advantage.
Job Specific Skills:
· Office procedures and secretarial skills
· Typing skills
· Proficiency in written and spoken English
· Dealing with Senior Management
· Communication and time management skills
· Planning and organizing
· Microsoft Office Suite
· Good knowledge of SAP modules in use in the Company
· Proactive and team player
· Filing and record keeping |
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