Department Secretary

2 weeks ago

Doha, Qatar QATAR TEC W.L.L. Full time

**1. Job Summary**

Carries out various secretarial and clerical duties in the Department, includes answering telephone calls, typing, filling, keeping and updating files, contracts and related files to the department, updating all lists related to departments work to manage once common list for correspondence, contracts, references etc, dispatching and distributing outgoing and incoming mail and drafting routine correspondence utilizing a computer with variety of software and typewriter, keeping stationery, attending on department guests, etc. Receives and stamps invoices and delivers for departments for checking, and proceed with department settlement upon approval by the manager to finance team, prepares flight requests etc. as required, administrative support to the Department Manager and to the whole department team.

**2. Job Responsibility**
- Types a variety of forms, documents and letters including correspondence, reports, notices, contracts, material requisitions, tender documents, etc. from English handwritten or typed drafts. Notices quality of typing and other requirements and checks and corrects typing errors before submitting to the manager. Maintains a register of all types of correspondence as appropriate.
- Prepares handouts and presentation for any meetings with QatarEnergy related to the department concern and/ or submission QatarEnergy Tender, and including Technical & Management Committee Meetings preparation and arrangement, preparation of Minutes of Meeting (MOM) and any other related meetings with QatarEnergy.
- Maintains proper files, prepare lists according to department requirements, files original and/or copies in appropriate files and opens new files as required. Maintains and updates comprehensive electronic and paper filling system for the department and retrieves letters, contracts, RFA and documents as and when required related to departments work.
- Receives and distributes incoming official and personal mail.

Dispatches outgoing mail including ordinary correspondence and other documents as required. Delivers inter-departmental.

correspondence to various departments and makes photocopies as

instructed by the manager.
- Answers telephone calls, responds to queries, takes andpasses telephone messages, makes telephone calls on behalf of department personnel to arrange for appointments and to enquire and obtain information as required.
- Prepares and calculate the monthly salary including (meal allowance, telephone, car loan, miscellaneous deduction and overtime) Uploading and transfer it to the bank. Prepares the pay slip and send it individual to the staff.
- Receives invoices from suppliers and contractors, stamps and forwards todepartment secretaries to complete approval of the manager for checking and verification. Delivers to Finance for settlement upon approval by the manager and keeps copies as appropriate.
- Dealing with ORION System for preparing any required documents
- MPR, SPR, GRN and LPO for any purchases.
- Prepares flight requests on behalf of department personnel upon approval by the manager.
- Prepares necessary documents for incoming staff, business cards, gadgets, keys and security card.
- Prepares the summary of the telephone bills and distributes to each staff to check for their personal calls
- Performs other similar or related tasks and duties as required and instructed by the manager, including receiving and attending on department guests and visitors, making reservation in the hotel for the guest, maintaining adequate stock of stationery supplies, arranging of weekly / monthly report etc. and the distribution after approval by the manager.
- Purchase items for offshore and Doha office, stationary, office items and office furniture.

**3. Work Contacts**

Regular contacts with Department Managers, their secretaries and other company personnel at various levels, to arrange appointments, provide information and answer queries. Occasional contacts with various people outside Company regarding official visits, messages or appointments.

**5. Report to - **Department Manager

**6. Work Environment**

Office Works; Normally Air-Conditioned environment

**7. Job Requirements/ Qualifications**
- High school/ Secretarial certificates/ Diploma or equivalent and/ or higher.
- Excellent knowledge of spoken and written English.
- Computer and Microsoft Office skills required._**Job Summary**_

Carries out various secretarial and clerical duties in the Department, includes answering telephone calls, typing, filling, keeping and updating files, contracts and related files to the department, updating all lists related todepartments work to manage once common list for correspondence, contracts, references etc, dispatching and distributing outgoing and incoming mail and drafting routine correspondence utilizing a computer with variety of software and typewriter, keeping stationery, attending on department guests, etc. Receives and stamps invoices and delivers for de

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