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Job description / Role
QDVC is a local contracting company founded in April 2007 with a joint venture between Qatari Diar 51%, and VINCI Construction 49%.
The LRT is a 33 km turnkey tramway project located in Lusail – Doha – Qatar.
The LRT Consortium is a venture between QDVC and Alstom contracted by Qatar Rail Corporation to deliver the Light Rail Transit tramway Project. Each Partner is responsible to design, build, commission and handover its part of LRT
We seek highly motivated and experienced candidates to support the Project Director in the day-to-day administrative requirements on LRT Project.
Principal Accountability & Responsibility:
Calendar management, meeting and appointments
- Manage and maintain the Project Director’s calendar and be able to prioritize and monitor any schedule/diary conflicts
- Plan and schedule meetings and appointments for both internal and external meetings, conferences and business travel
- Update the Project Director of upcoming deadlines for both internal & external commitments and engagements
Internal and external office communications
- To attend and prepare minutes and records of various Weekly/ Monthly meetings (Project Management & Technical meetings). To distribute the minutes of meeting on a timely basis and to follow up actions when relevant. To prepare the next meeting by collecting and providing relevant materials.
- Arrange for distribution of correspondences on a timely basis
- Follow-up on incoming and outgoing correspondences with Employer, Internal memos (Project Partners). Review the applicability and priority of correspondences, reports and other documents and to highlight any urgent correspondence
- Filter information, communication and taking appropriate action by escalating or redirecting based on the Project Director’s direction in order to manage his time efficiently
- Coordinate meetings, discussions and appointments including preparation of materials for discussion and other amenities
Record keeping and File Management
- Maintain and control an accurate and complete record of Project documents and correspondences in Dymadoc – Correspondence Database
- Manage an organized filing system for efficient data retrieval. Ensure that the necessary documents such as records of correspondences, memos, minutes of meetings, project papers, reference materials and data/ information back-up are readily accessible when required
- Manage and maintain the Project Director’s contacts database and to ensure that it is up-to-date
Reporting and Monitoring
- Ensure timely and accurate preparation of documents, reports, papers and presentations for upcoming meetings/ appointments
- Develop and maintain periodic reporting for the Project Director’s office as and when required
Office Management
- Leadership for the Secretarial/ Administrative/ Document Control staff of the Project by monitoring the procedures/ providing guidelines to ensure that it is relevant to the operational needs
- Maintain overall knowledge of Project by attending site visits and keep abreast of the project development
- Manage and enhance relationships with the relevant internal & external Project partners, associates and any other relevant organizations/ bodies
- Maintain a flow of information to colleagues and other co-employees while maintaining confidentiality or sensitive information and interact professionally with all levels of management, staff, business associates, partners and the Employer representatives at all times
- Undertake other important ad-hoc assignments and entrusted responsibilities that may arise due to work contingencies
Requirements
- Possess a Bachelor Degree/ Diploma in Secretarial Science, Management, Mass Communication or relevant qualifications
- At least 10 years of working experience in performing secretarial duties with a minimum of 5 years at senior management level, preferably in the construction industry
- Proven secretarial experience, preferably as a Senior Executive specializing in Secretarial/ Personal Assistant or its equivalent
Key Skills and Knowledge:
- Excellent in business writing and communication skills (verbal and written) in English. Knowledge of French or Arabic is an added advantage
- Good working knowledge of Microsoft Office Suite (Word, Excel, Power Point)
- Excellent organizational and interpersonal skills with a high level of professionalism and ability to maintain confidentiality at all times. Possess a mature disposition
- Ability to multi-task and work in a fast paced working environment
- Strong initiative and ability to work under pressure
- Possess impeccable attention to detail
- Ability to work independently and interact effectively with all levels and a good team player
About the Company
QDVC is a Qatari Shareholding Company incorporated under the Law of Qatar.
The Company received Commercial Registration in April 2007.
The percentages held by each shareholders of the company are as follows:
51% by Qatari Diar Real Estate Investment Company, incorporated in Qatar and acting as the Qatari partner; and
49% by VINCI Construction Grands Projets, incorporated in France and acting as the non-Qatari Partner.
The scope of the company is general contracting and construction work, along with any associated services related to large selected Design and Build projects, either public or private for which it can bring clear and strong added value.