About the role:

As Office Assistant you will provide general administrative, clerical and secretarial support in day-to-day functions plus messenger services when required. Promote high standards of corporate values through correspondence, telephone, and personal contact. Handle confidential and sensitive issues, which require a high degree of discretion and tact. Record / document control and maintenance for all correspondences related to the Executive Management office.

• Perform administrative, clerical and secretarial support - coordinate activities, conduct enquiries and ensure that requests are carried out.
• Effectively handle inquiries and/or refers to the appropriate personnel/department.
• Review and answers e-mails and general inquiries and determines if Executive Management action is required.
• Collect and dispatch urgent / various document to GCEO’s office and other Department offices when required. 
• Provide necessary telephone backup coverage and coordinate with relevant personnel or department.
• Deliver approved invoices to Finance for payment processing when required. 
• Write e-mails to related departments for accurate and proper distribution of documents, memos, letters, faxes, and any kinds of forms.
• Assist in general office work such as photocopying, scanning, binding of documents on day-to-day work basis and maintains filing for Executive Management. 
• Take and transcribe dictation. Draft letters and internal memos. Processes, handles, and maintain all types of confidential information.
• Anticipate and prepare meeting materials, charts, venues, etc. 
• Compose routine and non-routine correspondences, memoranda, reports which are generally confidential in nature.
• Maintain confidential filing system, categories and maintain manuals, sensitive correspondences, and other source materials.
• Coordinate prompt purchasing of office supplies and stationeries.
• Order and control all inventory of stationary & pantry items, maintain and replenish inventory, anticipate needed supplies and track office requirements.
• Ensure proper maintenance of all office equipment.
• Respond to complaints (such as printer problems, office stationeries, toners & pantry items replenishment) and request for information.
• Assist and explain procedures and policies in response to inquiry within the area.  
• Maintain and update inventory records of office supplies i.e. stationeries, printer toners, pantry items Microsoft Excel format, if necessary.    
• Coordinate with Facilities Management for office, AC and plant maintenance.
• Act as a back-up for the Reception and Administration areas and provide any support required on behalf of Admin Department.
• Collect, review, and submit all documents related to employee request to HR for necessary approval, conduct follow-up with the concerned personnel for updates and inform the employee accordingly to ensure flawless communication process.
• Perform other related duties as assigned by Admin and by the Head of the Department.

Qualifications

About you

The successful candidate will have the following qualifications and skills:

• Bachelor’s Degree or Equivalent with No prior job-related work experience
• High School Qualification with Minimum 1 year of job-related experience
• Fluent in reading, writing and speaking English
• Certificate in computer applications – MS Office (Word, Excel PowerPoint and Access)
• The ability to work independently, as well as function as part of a team, is required.
• Ability to work under pressure with little supervision in a fast-paced environment, be able to juggle multiple tasks simultaneously.
• A professional manner for interaction with internal/external high-level positions is necessary.
• Excellent organizational skills.
• Must be mature in outlook, organized; extremely detail oriented and possesses strong follow-up skills.
• Demonstrate Quality consciousness.
• Good problem solving abilities.

Application Guidelines

Employees must submit applications through internal vacancies portal (via GEMS) only.

Please see below for all eligibility and requirements for internal applications and please note that any applications not meeting the criteria will not be processed.

• All internal candidates can only have three active applications at any point in time.

• All internal candidates must have completed a minimum 10 months in their current role in order to apply for a new role

• All internal candidates with an active final warning letter will be automatically disqualified from the recruitment process

• If you are Cabin Crew or Deck Crew (Qatar Airways & Qatar Executive) candidate, you would require NOC to apply for this role.