Executive Scretary Cum Document controller

17 hours ago

Doha, Baladīyat ad Dawḩah, Qatar Al Faisal International Business & Security Services Full time $50,000 - $80,000 per year

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

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