Shared Services Coordinator

2 weeks ago

Doha, Baladīyat ad Dawḩah, Qatar Qatar Museums Full time

Key Accountabilities:
Role Purpose


To perform administrative and coordination duties for the department/museum, including organising and supervising all the administrative activities with the objective of ensuring efficient and effective smooth operations within assigned department/museum.


KEY ACCOUNTABILITIES

  • Organizes and supervises all of the administrative activities that facilitate the smooth running of the department/museum
  • Ensure sufficient admin support
  • Maintains all invoices and receipts related to the department/museum expenditures
  • Arrange office gatherings, annual functions, staff meetings QM for etc. (logistics, invitations, venues etc.)
  • Be the focal person for communication with all centralised department particularly the procurement and finance.
  • Follow up with departments and invoices to keep timely manner and smooth flow of procedures.
  • Coordinates with IT in ensuring full IT support for all staff in the event of an expansion or redecoration, and on the implementation of any new administrative systems
  • Create office procedures and administratively support the department/museum team through the daily tasks.
  • Establish a receiving and outgoing system for the office.
  • Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records
  • Establish and manage an archiving system for all contracts and finance related documentation.
  • Coordinate with different departments administration depending on need for different projects.
  • Coordinating travel, transport arrangement for department guest and consultants.
  • Support on HR matters for the department/museum staff.
  • Coordinate with and be the focal person for communication with all centralised departments.
  • Works closely with the Director in providing full administrative assistance including, but not limited to, preparing and monitoring budget
  • Observes and applies strict levels of confidentiality and discretion in all matters related to work performance and in providing services for the Directors Office
  • Organizes and implements appropriate filing and record management systems to ensure that records are always current and accessible (both electronically and on paper)
  • Handles any other duties or responsibilities as and when required.
Q

ualifications/Requirements:

ualifications/Requirements:

  • Effective communication skills both English/Arabic (Verbal/Written)
  • Effective interpersonal skills
  • Effective organizational skills
  • Time management skills and ability to meet deadlines
  • Ability to work in a team and individually.
Education, Experience, and certification requirements

  • Bachelor's Degree in Administration or related field.
  • 03 years relevant experience.

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