Secretary

Job description / Role

- Responsible for the administrative function and ensures the smooth running of the day-to-day office activities by managing and/or liaising with relevant parties.
- Organize meetings facilitated by the Manager in liaison with the concerned parties to ensure meetings are properly planned and to avoid conflicting and overlapping schedules.
- Support the Department staff with their administration duties in a timely and efficient manner; handle urgent requests as they arise in an effective manner.
- Prepare required presentations and documents such as memos, circulars and other correspondence as assigned to ensure smooth flow of information within the Department and with other parties.
- Serve as a point of contact for information requests concerning the activities related to the Department to ensure proper responses are provided to all internal and external inquiries as per established guidelines.
- Handle routine office administrative and operational needs for theDepartment, including liaising with Divisions/Department and clients.
- Handle the information processing, filing, archiving and retrieval to ensure accuracy, completeness, timeliness, integrity and confidentiality of information handled.
- Procure and follow-up of office supplies; record, verify, and maintain invoice information and transfer authorized invoices to concerned parties.
- Prepare memos, faxes and letters as required and ensure that they follow the right template and standards of the company.
- Arrange for the repair and maintenance of the office’s equipment.
- Attend meetings as required and preparing minutes of meeting and distributing to all attended parties.
- Open, read, route, and distribute incoming mail and other material and answer routine letters.
- Translate documents as and when requested to by the Manager and Sections Heads.
- Assist the Manager in all work related matters.
- Contribute to the excellence of service delivery to internal/external clients in order to achieve Hemaya’s overall mission.
- Practice duties and roles in line with the authorities as illustrated in the authority matrix.
- This covers the key responsibilities to be performed, but is not all inclusive. It does not preclude other responsibilities from being assigned and undertaken.

Requirements

- Bachelor or High School Diploma in any related field
- Certification in Office Administration
- Three years of relevant work experience in office administration

KPAs
- Compliance with Office Administration standards and guidelines
- Timeliness and Accuracy of performing administration activities
- Speed and accuracy of response to queries and issues internally and externally
- Internal customer service satisfaction

Skills
- Knowledge of principles and practices of basic office management and organization
- Time management skills
- Interpersonal, Communication and Presentation Skills
- Organization Skills
- Computer literacy: MS windows applications (word processing, excel, spreadsheets…)
- Fluent in English, Arabic preferred

About the Company

The multi-dimensional progression of the State of Qatar at both regional and global spheres has fostered phenomenal development of national infrastructure and diversification of business segments resulting into opportunities of human capital development, community service, and professional excellence; thus creating indigenous brands reflecting national heritage and cultural values as Qatari National Organizations. Responding to this mandate, Hemaya Security Services was established in 2005 to cater for the country's safety and security needs, integrating national human resources with global expertise. Over the years, we have progressed in the array of our services and standards resulting in organic growth and creating further opportunities of employment for wider communities, yet preserving the core concept of protecting National Assets by National Saviors, resulting in the pride of being Partners in National Protection.

As a company that is rooted to Qatari customs and ethos, we maintain our exclusivity to employ Qatari nationals at Leadership, Operational Management and as Front Line cadres; duly supported by excellent human and material resources. This unique business model at one end enhances our understanding of our clients' needs and at the other, compliments our approach to innovate bespoke solutions for each client in line with the environment, size and pace of their business.

Hemaya Security Services is making gradual progress into the Private sector in pursuit of its growth strategy while maintaining confidence of the Public sector organizations in the country. At the core of our firm, there are multiple service teams, and each of them specializes in a dedicated area of expertise. Manned Guarding is the current flagship and Technical Solutions will shape the future through our Consultancy Services whilst Cash Solutions manage the lifeline of any business using state-of-the-art resources and meticulous planning.

Vision To be the leading company in providing security services at the regional level, and participate in setting the security industry standards in Qatar.

Mission Providing comprehensive security services, while maintaining high level of competence and professionalism, in order to achieve security and stability in the state of Qatar.

Values - Exceed client's expectations - Work with team spirit - Professionalism and excellence in performance - Honesty and confidentiality - Transparency and credibility