Senior Technical Assistant

5 days ago

Doha, Baladīyat ad Dawḩah, Qatar Bounty Hunter World Full time

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

Note: Due to Visa limitations, your application will not be accepted if you are from Iran, Iraq, Sudan, Egypt, Israel, Congo, Afghanistan, Libya. Exception, if you are already inside Qatar with a valid QID, transfer of sponsorship is possible If you have 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 years' experience in administration/clerical activities which should include 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/Construction lead and supervise all administrative and office facilities support functions to NGL-5 Project. Being the Project Sr Technical Assistant, the incumbent ensures that 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 the day-to-day incoming and outgoing mail.
  • Liaise with all other Departments on all outstanding administrative issues.
  • Maintain and update a comprehensive filing system in the office, including business correspondence like memos, reports, faxes, and Minutes of Meetings related to Projects.
  • Keep a record of all correspondence received from Management, Department Heads, and Division Heads for signature, comments, action, and information; distribute the mail to action parties as per the Manager's directives.
  • Process the 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 from time to time when action on important issues is involved.
  • Must be able to locate correspondence and readily identify sources when PN/PNX requires any information.
  • 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/PPE Gear to be provided to the NGL-5 Project staff as required.
  • Ensure that adequate stationery is stocked; raise MRs 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 a valid condition.
  • Maintain a spreadsheet relating to recruitment within the division, and schedule dates and times for project employees to conduct interviews; coordinate with HR & PS departments regarding recruitment matters.
  • Maintain current records relating to Project fact sheets such 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 and appropriate training in Computer software, clerical activities, and office administration.
  • Minimum five (5) years' experience in administration/clerical activities which should include good computer knowledge in developing databases and advanced knowledge of MS Office applications.
  • The following skills are required: creativity, drive and initiative; team player with good written, communication, and interpersonal skills.
  • Familiarity with the 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.
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