Summary: This role involves comprehensive document control and secretarial support, managing administrative tasks, correspondence, and record-keeping for management and staff. Highlights: 1. Manage document control processes from creation to archiving. 2. Provide secretarial support, including scheduling and correspondence. 3. Develop and maintain efficient record-keeping systems. KEY ACCOUNTABILITIES: Document Controller: * Manage the document control process including the creation revision approval distribution and archiving of documents. * 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 followup with the relevant individual to ensure a timely response within the set deadline. * In a timely manner review and distribute documents to external parties prepare letter of correspondance and keep a record of the transmitted letters. * Review and consolidate feedback from multiple team members while ensuring consistency absence of errors/duplication in the consolidated feedback. * Track progress and pending actions and report the status to the Line Manager * Develop recordkeeping processes and continuously review and update the processes to enhance the efficiency and accuracy of document control systems. Secretary * 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 meeting pending actions and matters that requires the Line Managers attention * Develop and maintain a record filing and archieving system ensure all documents are well stored and preserved in a secure manner and locate and retrieve documents as required * Track invoices and process them in a timely manner Requirements Minimum Qualifications: * Bachelors degree in Business Administration from a reputable university is required. Minimum Experience: * 5 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. JobSpecific Skills (Generic / Technical): * Demonstrated problemsolving 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 operational and implementation experience. * Ability to work with key stakeholders senior executives management team and external partners/advisors through collaboration \& teamwork. * Good communication and presentation skills. * Good understanding of Qatar and GCC culture and working environment Job Type: Full\-time
Fatima Al-Kuwari
Indeed · HR
Fatima Al-Kuwari
Indeed · HR
