Admin Assistant

The Investment Promotion Agency Qatar (IPA Qatar) is recruiting an Admin Assistant to support the Director of Strategy and the Strategy department in administrative and secretarial duties.

Responsibilities

Assist in completing relevant reports ensuring they are completed in a timely and accurate manner and meets the Section/Department’s requirements, policies and standards.
Prepare reports, ensures they are completed in a timely and accurate manner, and meets the Section/Department requirements, policies, standards.
Assist in the follow-up on human resources reporting and other relevant activities, including vacations assignments sick leaves, amongst others
Assist in liaising and following up with other departments and service providers on procurement matters, including but not limited to supporting in processing the purchase orders execution, follow up on issues of payments and invoicing.
Assist and align with the respective Director on departmental budget follow-up and communication with needed parties and/or individuals on correctly implementing the identified budgeting process and submitting accurate, detailed and timely budgetary information.
Work with the Director and respective department heads on accurate documentation and reporting on the related matters as assigned by His/her direct supervisor.
Prepare and modify documents including correspondence, reports, presentations, memos and emails.
Review communication for correct spelling and grammar and ensures that company branding guidelines and style guides are followed.
Monitor stationery and orders office supplies when required.
Organize Department meetings, draft and issue meeting agendas and follows up on actions.
Manage calendars, makes travel arrangements and organizes meetings and events for the Director and the team as and when required.
Greets visitors, handles their inquiries and directs them to the appropriate person.
Ensures all telephone call queries are dealt with in a timely and efficient manner, including handling and forwarding queries when the Director is out of the office.
Interprets and implements basic policies and procedures in day-to-day department operations.
Work with identified individuals on matters of procurement process follow-up and documentation.
Work on and ensure detailed and up-to-date Human Resource calendars and relevant personal data are accurate.

Qualifications

Bachelor’s degree in Business Administration or another related discipline.
Minimum 5 years of relevant experience in administrative roles etc.
Good written and oral communication skills, including report writing
Good command of the English language, Arabic an advantage
Proficiency in MS Office with expertise in Microsoft Office Word, PowerPoint and Excel.
Detail-oriented and comfortable working in a fast-paced office environment
Highly organized and able to prioritize
Accuracy and attention to detail
Professional integrity
Ability to keep confidential information

Knowledge and Skills Required

Highly organized
Ability to work at a fast pace with urgency to produce results and achieve goals as well as to meet deadlines
Ability to manage multiple activities simultaneously
Keen analytical and organizational skills are required for formulation of reports and presentations
Attention to detail
Strong analytical skills
Strong communication skills and time management capabilities
Experienced across MS Office suite
Collaborative approach to working together in a team and across departments

Application Requirements

Curriculum vitae (CV), (not exceeding 2 pages)