Senior Technical Assistant

Job description / Role

Note:

This is regarding a long term contract, 2 to 4 years.

Due to visa limitations, your application will not be accepted if you are from Iran, Iraq, Sudan, Egypt, Israel, Congo, Afghanistan, or Libya. Exception: if you are already inside Qatar with a valid QID, transfer of sponsorship is possible. If you have a valid QID and are in Qatar, press 'NO' when asked for it.

Overview:

We are looking to hire a senior technical assistant for an oil and gas operator in Doha, Qatar.

Candidates must have a minimum of 5 yearsu2019 experience in administration and clerical activities, including good computer knowledge in developing databases. Fluency in English is a must.

Key Responsibilities:

• Assist and carry out all clerical duties under the direction of the project manager or construction lead and supervise all administrative and office facilities support functions for the NGL-5 Project.
• Ensure confidentiality of matters is always protected.
• Maintain a list of all outstanding actions and follow up with relevant departments regularly.
• Maintain an efficient filing system in the division.
• Process day-to-day incoming and outgoing mail.
• Liaise with all other departments on outstanding administrative issues.
• Maintain and update a comprehensive filing system including business correspondence such as memos, reports, faxes, and minutes of meetings related to projects.
• Maintain personal files of all staff and other correspondence of highly technical and confidential nature to the corporation.
• Keep a record of all correspondence received from management, department heads, and division heads for signature, comments, action, and information.
• Distribute mail to action parties as per the manageru2019s directives.
• Process duty visit forms and expense claims for necessary approval and forward them to human resources via the project manager.
• Identify requirements for office stationery and prepare call-off order forms; keep a stock.
• Keep an updated telephone list for the department.
• Keep a record of all outstanding action items and follow up as needed.
• Locate correspondence and readily identify sources when information is required.
• Type a variety of memos, reports, letters, and faxes; prepare the work, print, check for correctness, obtain appropriate signatures, and dispatch accordingly.
• Keep an updated filing system for the NGL-5 Project.
• Arrange for safety clothing and PPE gear to be provided to the NGL-5 Project staff as required.
• Ensure adequate stationery is stocked; raise material requests to order stationery and follow up with the materials department.
• Arrange security passes through security departments to Mesaieed, Refinery, and Ras Laffan.
• Maintain a spreadsheet of all project staff and ensure that all area access passes, H2S certificates, TAAS, and other allowances are maintained in valid condition.
• Maintain a spreadsheet relating to recruitment within the division, schedule dates and times for project employees to conduct interviews, and coordinate with HR and PS departments regarding recruitment matters.
• Maintain current records relating to project fact sheets so that project information is instantly available, including variation and WCR history.
• Maintain a spreadsheet for all project staff to reflect the leave plan tracker and monitor monthly.
• Maintain a spreadsheet for all project staff to reflect the training program schedule and track it accordingly.
• Coordinate SAP data input relating to project handover requirements.
• Coordinate the preparation of project handover dossiers and be responsible for their deployment.

Requirements:

• Diploma or equivalent with appropriate training in computer software, clerical activities, and office administration.
• Minimum five (5) yearsu2019 experience in administration and clerical activities, including good computer knowledge in developing databases and advanced knowledge of MS Office applications.
• Required skills: creativity, drive, and initiative.
• Team player with good written, communication, and interpersonal skills.
• Familiarity with terminology and basic technical understanding of project execution and tendering.
• Familiarity with PDMS project document control systems and ability to cover the document control position for short periods.