Job Title: Senior Technical Assistant (Office-Based)

Location: Qatar (Office-Based)

Contract Duration: Until December 2030

Work Schedule: 5 Days Per Week

Role Overview:

The Senior Technical Assistant (Office-Based) will be responsible for providing administrative and clerical support within the project office, ensuring effective and efficient management of documentation, communication, and office operations. The role requires advanced skills in computer software and office administration, with a focus on project-related tasks and maintaining a comprehensive filing system.

Key Responsibilities:

• Clerical & Administrative Support: Assist the Project Manager and Construction Lead by performing clerical duties such as managing office administration, correspondence, and office facilities support for the project.
• Document Control: Maintain and update a comprehensive filing system for the project, including memos, reports, faxes, minutes of meetings, and confidential technical correspondence. Ensure the confidentiality of all materials.
• Communication Management: Distribute incoming and outgoing mail according to managerial directives. Ensure timely action on all correspondence received from management, department heads, and division heads.
• Action Tracking: Maintain a record of all outstanding action items, following up regularly with relevant departments to ensure issues are addressed promptly.
• Expense & Duty Visit Coordination: Process Duty Visit forms, expense claims, and forward them to Human Resources for necessary approval.
• Office Supplies Management: Track and maintain office stationery supplies, raise orders, and ensure adequate stock levels.
• Personnel Records & Coordination: Keep a current spreadsheet of project staff, ensuring that all access passes, H2S certifications, allowances, and other documents are valid and up to date.
• Recruitment Support: Maintain records related to recruitment within the project, schedule interviews, and coordinate with HR for recruitment matters.
• Project Information Management: Keep an up-to-date record of project fact sheets, including variation and WCR (Work Completion Report) history. Ensure instant access to project information.
• Training & Leave Tracking: Maintain a leave plan tracker and monitor it on a monthly basis. Ensure accurate tracking of training program schedules and employee participation.
• Handover Coordination: Coordinate SAP data input related to project handover requirements and assist with the preparation and deployment of project handover dossiers.
• Safety & Security Arrangements: Organize the provision of safety clothing and PPE gear for project staff as required. Coordinate the issuance of security passes for access to various facilities (e.g., Mesaieed Refinery, Ras Laffan).

Required Qualifications & Skills:

• Diploma or equivalent qualification with training in computer software, clerical activities, and office administration.
• Advanced knowledge of MS Office applications (Word, Excel, PowerPoint, Access).
• Familiarity with PDMS Project Document Control Systems.
• At least 5 years of experience in administrative and clerical roles, with a strong understanding of database management and office coordination.
• Creativity, drive, and initiative in managing administrative functions and solving problems.
• Strong team player with excellent written, communication, and interpersonal skills.
• Basic understanding of project execution and tendering terminology.

   

Key Attributes:

• Confidentiality & Integrity: Ability to handle confidential information with discretion and ensure sensitive materials are kept secure.
• Organizational Skills: Strong attention to detail, excellent organizational abilities, and capability to manage multiple tasks efficiently.
• Communication Skills: Proficiency in communicating clearly and effectively with internal and external stakeholders.
• Proactive: Initiative to identify tasks that need attention and resolve issues independently.