Job Description

Location
Reasi, Qatar
Experience
8
Job Type
Recruitment

JOB SUMMARY:

Identify, record, and distribute documents, set targets and track progress, review and consolidate inputs, all in a timely and efficient manner, and adopt the system for any future developments to maintain an efficient document control system. Prepare and manage correspondence with external parties and agendas, organize new meetings and appointments and meeting minutes, record and maintain contact details, develop and maintain a record filing system, make travel arrangements, and handle invoice processing.

KEY ACCOUNTABILITIES:

Manage the document control process, including document creation, revision, approval, distribution, and archiving. Track transmittals from external parties, record the references of the transmittals, and keep a copy of the documents transmitted. Transmit transmittals to external parties, record the references of the transmittals, and keep a copy of the documents transmitted. Review and distribute documents received from external parties to the appropriate team members in the organization, track progress, and follow up with the relevant individual to ensure a timely response within the set deadline. Promptly review and distribute documents to external parties, prepare letters of correspondence, and keep a record of the transmitted letters. Review and consolidate feedback from multiple team members while ensuring consistency and the absence of errors/duplication in the consolidated feedback. Track progress and pending actions and report the status to the Line Manager. Develop record-keeping processes and continuously review and update the processes to enhance the efficiency and accuracy of document control systems.

S

ecretary

Provide secretarial support to management and staff, including scheduling meetings, managing calendars, and handling correspondence. Prepare and edit documents, reports, presentations, and other materials as required. Prepare entry and Ministry of Interior passes for visitors to ensure authorized access. Make travel arrangements, including organizing flight tickets and travel visas. Make new meetings and appointments, correspond with external and internal parties for making arrangements, prepare agenda for the meeting, and prepare and disseminate minutes of meeting. Prepare daily agenda and updates for the Line Manager on upcoming meetings, pending actions, and matters that require the Line Manager's attention Develop and maintain a record filing and archiving system, ensure all documents are well stored and preserved securely, and locate and retrieve documents as required Track invoices and process them promptly

Policies, Systems, Processes, & Procedures

Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner. Assist in the preparation of timely and accurate statements and reports to meet department requirements, policies and quality standards.

Context,

Work environment

&

DECISION-MAKING

AUTHORITY:

The role operates within a dynamic corporate environment where key decisions significantly impact the project. Such decisions require consultation with and approval from the direct Line Manager before implementation. Operates under the mandates authorized by the responsible Line Manager, ensuring all functional and operational activities are managed with high standards of quality and reporting, thus upholding accountability and transparency. Participates in the execution of comprehensive business and operational strategy. Responsible for contributing to meeting business and operational goals within functional area. Provides the leadership team with insightful information and data about handled functional areas.

Education and Experience:

A bachelor's degree in Business Administration from a reputable university is required. 8 years of experience in similar roles in large companies, of which at least 3 years are in positions of progressively increasing managerial responsibilities, demonstrating a strong need for effective leadership skills.

Skills

Demonstrated problem-solving ability and analytical thinking skills. Good understanding of power/energy and water sectors, emerging trends, and technologies. Proficiency in English (must) and Arabic (plus). Demonstrated hands-on operational and implementation experience. Ability to work with key stakeholders, senior executives, management team and external partners/advisors through collaboration & teamwork. Good understanding of Qatar and GCC culture and working environment.









Skills
Leadership Skill, Roller, Presentation Skill, Visio, Accountability, Analytical Thinking, Gcc, Insight, Leadership, Business Development, Trends, Decision Making