Project Secretary

Job description / Role

Job Purpose: To provide administrative and secretarial support to the Project Team to enable successful delivery of project objectives.

Responsibilities and Major Activities

Ensure efficient and effective department document control system
    - Maintain the physical and electronic filing systems associated with the Core team 
    - Manage the administration of incoming and outgoing correspondence. 
    - Access project databases and download documents as directed by the team. Liaise with individuals as required 
    - Interface with project site document controllers as needed 
    - Ensure Department document storage on the common drive is systematic and controlled

Office Management
   - Maintain and improve upon office processes
   - Ensure that all Department administrative and office support needs are met.
   - Provide a focal point for visitors & ensure all requirements are met (ie guest wireless)
   - Oversee arrangements for meetings and workshops

Knowledge Management
   - Provide clerical and secretarial support to the Team members

Reporting & Record keeping
   - Prepare QHSE reports & briefs as directed
   - Maintain relevant department logs, registers spreadsheets.
   - Participate in the preparation of reports when requested

Staff Management
   - Greet new employees and confirm their office/IT materials are provided
   - Coordinate orientation with department members and external key department persons.
   - Introduce new employees to QPM policies & procedures, processes
   - Maintain all logs & registers of department staff, update with new staff as required
   - Maintain Leave Schedule and update HR
   - Maintain all staff CVs in appropriate QPM format
   - Stationery arrangement/ procurement for the TCT Group.
   - Co-ordinate with HR with staff related issues like leave, Exit Permit & other issues.
   - Co-ordinate and maintain records for staff office space, phones, parking and office keys in liaison with General Service. 
   - Co-ordinate repairs of office equipment. 

Requirements

- Bachelor's degree holder
- With at least 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.

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.