Administration Officer

General Information

Qatar-Doha

About the role

• As the **Administration Officer**, you will provide a range of administrative, logistical and organizational support to the Vice President as well as the whole team. You will manage and evaluate administrative requests from within the department and ensure all are within corporate guidelines, including but not limited to proposals, manpower movements, leaves/ duty travel requests, ticket rebate requests, agency-related queries/ proposals, drafting correspondences with internal and external stakeholders. You will effectively support the preparation of reports and handle special projects related to the activities of the department while tactfully handling any highly confidential and sensitive correspondence requiring high degree of discretion.
• Specific responsibilities:
• Manage and co-ordinate internal and external communications including handling all calls to VP's office in efficient and professional manner. To independently manage correspondence both with internal and external parties, based on guidelines, and outlines set by the VP.
• Act as first point of contact for incoming queries from external and internal stakeholders. To record, filter, disseminate and communicate all incoming and outgoing matters to VP taking follow-up action where appropriate.
• Act as the link between Finance department and other related QR departments as well as external stakeholders.
• Provide confidential administrative support ensuring smooth and effective day-to-day operations to the VP including answering phones, distributing post, word processing, preparation of PowerPoint presentations, drafting of letters, electronic communications, minute-taking, setting up and maintaining excel spreadsheets, data input into databases, management of databases, establishment and maintenance of filing systems, diary management, photocopying, faxing, and any other related duties.
• Arrange internal and external meetings and provide necessary administrative support such as preparation of materials, charts & reports, take minutes and distribute as required.
• Ensures daily schedule is properly planned and line manager is briefed on his/her daily schedule and venue. Responsible for generating business documentation, including but not limited to report writing, presentation creation and spread sheet preparation and distribution.
• Responsible in ensuring that the structure, standards, processed and tools as defined by the company are in place and maintained.
• Assist in the maintenance and delivery of policies and procedures in the areas of human resources, health and safety.
• Make travel and hotel accommodation arrangements in line with agreed guidelines and procedures.
• Responsible for supporting the Line Manager and the department in delivering planned projects within a specified deadline, in terms of documentation, follow-ups, task coordination.
• Plan, organize and priorities tasks in order to meet deadlines, as well as work with minimal supervision and attend meetings where required to record minutes, manage administration, assist with reports.
• Maintain the highest standard of professional conduct at all times with clients and colleagues.
• Assist in placing order for furniture, setting up offices as requested in order to meet the rapid expansion of the Department.
• Ensure accurate and relevant information is available and provided to the Division Head, as required.
• Assist in liaising with Maintenance Department for handyman's work and IT department for related work.
• Take care of the external work related to Car Park and other as and when required.
• Perform other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.
• Perform other department duties related to his / her position as directed by the Head of the Department
• Be part of an extraordinary story
• Your skills.
• Your imagination.
• Your ambition.
• Here, there are no boundaries to your potential and the impact you can make.
• You’ll find infinite opportunities to grow and work on the biggest, most rewarding challenges that will build your skills and experience.
• You have the chance to be a part of our future and build the life you want while being part of an international community.
• Our best is here and still to come.
• To us, impossible is only a challenge.
• Join us as we dare to achieve what’s never been done before.
• Together, everything is possible.

Qualification

• About you
• Bachelor’s Degree or Equivalent with Minimum 3 years of job-related experience
• Previous experience in a fast-moving, multi-task environment.
• Excellent relationship and networking skills.
• Excellent command of English Language.
• Proven commercial skills and business acumen.
• Ability to develop a good network within QR.
• Strong decision making and problem-solving skills.
• Excellent planning and time management.
• Highly computer literate in Microsoft Office (Word, Excel, Access, PowerPoint and Outlook).
• Ability to work independently, as well as part of a team.
• An eye for detail, including when under pressure.
• Ability to self-organize, manage time, prioritize work and meet deadlines.
• Strong inter-personal and verbal communication skills.
• Teamwork and relationship building.
• Communication and influencing.
• Proactive and strategic planner.
• Solution focused.
• Exhibits Integrity and honesty with the ability to gain the confidence and respect of others.
• Calmness under pressure.
• Committed, enthusiastic and motivated.
• Willingness and desire to entertain new ideas and seize opportunities.
• Willingness to accept and encourage constructive challenges.

About Qatar Airways Group