Administrative Assistant

Position Brief

The Administration Assistant is responsible to compile and maintain records of business and office activities, performing a variety of duties and utilizing knowledge of systems or procedure.

Functional Responsibilities

Co-ordinate and distribute papers and documents as appropriate

Prepare correspondence and documents as instructed according to department established procedures.

Use agreed correspondence systems as required to track progress of outstanding actions/sign off and follow up.

Receive, check, record and file all technical and non-technical documents as per established policy and procedures and keep under safe custody.

Input document data into required registers ensuring that the information is accurate and up to date.

Retrieve and record clearly on document register to whom they have been issued, date and distribute as appropriate

Provide document control reports as requested, review progress and point out errors and/or delays or issues to relevant staff.

Liaise with subject matter experts on technical subjects to prepare controlled documents.

Scan, photocopy documents as required for Section Head and Unit Leaders

Adhere to Health and Safety policies and procedures in work and other corporate procedures and comply to any new work instructions

Perform other duties/ tasks as required

Qualification:

• Diploma or equivalent in relevant Subject

MBA and/or secondary relevant degree would be advantage

Holder of current/valid Qatar Driving License would be an advantage

Experience:

• Minimum of 7 years of experience in secretarial/administration tasks

Experience of working in a multidisciplinary Organization preferably in the Middle East

Ability to produce Executives reports is compulsory

Ability to influence and engage stakeholders and staff at all levels within the Organization

Competent in Microsoft Office Packages

Ability to communicate verbally and in writing in English is mandatory.

Ability to communicate verbally and in writing in Arabic would be an advantage