Shared Services Coordinator

2 weeks ago

Doha, 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- Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records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.

Qualifications/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.
- 0-3 years relevant experience.

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