Part A: Job Specification

Job Purpose

• Provide technical administrative support to leadership and personnel within a dedicated department, division, or section for either the Terminals & Refining or Onshore Operations & Support Group.

Reporting and Relationships - I

• Reports to Department/Division Manager.
• Direct reports: None.

Internal

• Regular contact with Department Employees and other Groups and Departments Administrators.

External

• Regular contact with Shareholders and Vendor/External organisations.

Reporting and Relationships - II

Job Context & Major Challenge(s) - I

• Ensure governance to be complied within the nominated department and ensure confidentiality of information between various Ventures to be maintained.
• Many internal and external (QatarEnergy, other SHs) stakeholders with complex interfaces to be managed.
• Operates in a multi-cultural, multi-national environment requiring maturity and good communication skills.
• Works under the direct supervision.

Job Context & Major Challenge(s) - II

Financial Dimension

• As defined for this job level in the Delegation of Authority and/or approved budget.

Generic Accountabilities - All Employees

Safety Health & Environment

• Ensure all activities are undertaken in compliance with Company Safety, Health and Environment and Quality policies, regulations and standards.

Qatarization Program

• Contribute to the development of Qatari employees. This accountability is a condition of employment for expatriate employees.

Firewall Compliance

• Ensure all activities undertaken comply with anti-trust and competition laws and the Company firewall policies and procedures.

Key Job Accountabilities - I

• Maintain and handles database to maintain accuracy, quality check and verifies reliability of sources information for the database.
• Handle incoming and outgoing documents which come for signature and sending them via email to the originating party and complete administrative tasks such as e-filling, incoming, outgoing, letter and memo preparation.
• Maintain, organise, analyse, update, and retrieve data from SAP, Access, appropriate data files and update records accordingly in SAP and/or other corporate systems.
• Prepare data to generate report charts and presentations. Identify information processing problems and escalate to manager where applicable.
• Assist and complete daily management activities for the Department or Division Manager, including preparing agendas, drafting correspondence, typing, proofreading, and organizing diary and calendar meetings.

Key Job Accountabilities - II

• Provide point of reference on simple aspects of work for guidance on practices, precedents, and techniques.
• Provide support to all staff in order associated with logistics, overtime, gate-passes, and other business-related support.
• Establish and work on documentation system to ensure proper storage and retrieval of required documents.
• Initiate and delivers appropriate paperwork to advise customers, superiors, and more junior staff.
• Coordinate meetings including paperwork, agendas, and pertinent paperwork.

Key Job Accountabilities - III

Part B: Person Specification - Minimum Requirement

Qualifications

• Secondary school (12 years) formal education.

Knowledge and/or Experience - I

• 5 years of relevant experience.
• Very good knowledge of standard computer software.
• Knowledge of some financial and budgetary processes.

Knowledge and/or Experience - II

Technical and Business Skills - I

• Good command of written and spoken English.
• General Software use, Microsoft Office tools, SAP.

Technical and Business Skills - II

Technical Competencies

TEC-Document and information management

TEC-Fire Protection

TEC-Manpower Services

TEC-Office Productivity Services

TEC-Planning and Scheduling

TEC-Plant and Process Fundamentals

TEC-Quality Systems

TEC-Space Planning

TEC-Systems and Software

BEH-Planning and Organising

BEH-Service Orientation

BEH-Initiative / Commitment

BEH-Interpersonal Skills

BEH-Problem Solving

BEH-Supervising & Coaching Others

BEH-Job Knowledge

BEH-Quality / Quantity of Work

BEH-Teamwork / Supporting Others

BEH-Trust and Empowerment

BEH-Innovation

BEH-SHE Understanding

BEH-Communication / Information Sharing

BEH-Ethics and Integrity