Secretary

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JOB DESCRIPTION / ROLE

Employment: Full Time

• Provides administrative and secretarial support to the project team and handles routine administrative tasks under general supervision.
• Types memos, letters, e-mails, and prepares documents and presentations according to requirements of the department.
• Coordinates with the other employees/departments on behalf of the Chief Operations Officer, Program Manager, Contracts Manager & BD Manager with regard to information gathering / sharing, and following-up.
• Receives, reviews and processes documents for the Chief Operations Officer, Program Manager, Contracts Manager & BD Manager’s review and signature/approval.
• Focal Point of contact of department.
• Assist the department head and the team with the daily administrative functions.
• Involves pro-actively with the team in accomplishing goals regarding all activities / actions and other ad hoc.
• Assist the department when needed for MPRs, RFMs, COAs, ATMs, PAAFs etc.
• Coordinate to ensure updated deployment schedules are obtained from PM for PMCM projects and from B D Manager for human capitals projects and share demobilization dates regularly and on timely manner with requisite departments.
• Manage and coordinate meeting schedules with all stakeholders as guided by the COO, and Department Managers
• Focal point in HQ processing visitors, meeting requests, for projects as requested by the Project and BD Coordinators.
• Screens incoming telephone calls, letters and e-mails, and filters them based on priority and importance, and direct them to concerned person/department.
• Diplomatically handles interactions over calls to direct or hold calls appropriately.
• Coordinate to update the communication briefs on various subjects as required, and discuss with the Chief Operations Officer.
• Maintains good relation with clients and suppliers.
• Manages the daily and weekly schedule and maintains the appointment calendar for the COO and the Department Managers.
• Liaises with concerned parties for meetings to ensure smooth coordination.
• Receives visitors and looks after their comfort and coordinates their meetings with the Management.
• Identifies equipment, furnishings, hardware and software requirements for the Chief Operations Officer and other department Manager’s offices.
• Liaises with the Admin Services section for acquiring and installing office equipment for the Chief Operations Officer and department Managers.
• Responsible for Department purchase requisition, management, distribution and inventory of items/materials and stationeries.
• Manage office supplies; determining inventory; anticipating needed supplies; placing and expediting orders and deliveries; verifying receipt and quality of supplies.
• Coordinates with Corporate Document Controller on all correspondence for the department and ensure proper distribution.
• Coordinates with Project Document and Corporate Document Controller on project handover reports, Lessons Learned, and project archiving.
• Coordinates with Project Directors/Project Managers/SPM on any requirements of Corporate office such as updated Org Chart, Deployment Schedule, Project and Client Contacts Directory, Progress Reports, etc.
• Creates edits and proofreads all correspondences, memos, letters, fax, reports, PP presentations and internal requests like leave application, purchase requests, business trips, reimbursements, daily attendance, etc
• Maintains comprehensive document filing retention, data management and marketing library.
• Assists the business development department during tender process (when needed), from pre-qualification stage to the final bid submission, award of contract and engagement close out (i.e. coordinating for LOA signing, input on tender’s technical part from various project staff when needed)

REQUIREMENTS

• Degree holder with 6 years of experience as an Administrative Assistant or Secretary 3 years in a similar role preferably in a medium to large Project Management organization.
• 10 years of experience as an Administrative Assistant or Secretary
• 3-5 years in a similar role preferably in a medium to large Project Management organization.

ABOUT THE COMPANY

Qatar Project Management (QPM) is an independent subsidiary of Barwa Real Estate Development Company that provides expertise in Project Management, Design Management, Construction Management, and Contract Administration together with other associated Project Management functions. Established in 2008, QPM is centralized platform for provision of Project Management services to Barwa and Qatari Diar as well as local and international markets. QPM provides these services through an in-house team of highly-skilled, motivated, and qualified professionals supported by state-of-the-art information technology and highly-effective Project Management systems.

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