Qatar
Company Info
Large organization
200 + Employees
(QAFAC) Qatar Fuel Additives Company Limited
Table of Contents
Job Position – Production Department Secretary
Job Details Here
QAFAC is looking for Qatar based candidates with experience in the role of a Department Secretary preferably in Oil and Gas sector and with safety background who will be able to provide efficient personal assistance and secretarial support to the Senior Production Manager. This includes time management, administrative duties and first point of interface with callers, while displaying a high degree of initiative and discretion in carrying out the role.
§ Arrange meetings called by the Senior Production Manager. Drafts the topics of the agenda and prepare minutes of meetings as required.
§ Provide efficient personal assistance and correspondence support to the Production Manager, routing correspondence as necessary and taking initiative in drafting replies, where appropriate, to ensure that all communications are dealt appropriately.
§ Act as first point of contact for both internal and external parties who wish to contact or meet the Senior Production Manager and screen the requests to ensure those with genuine and important reasons are given priority.
§ Provide diary management support to ensure the Senior Production Manager’s time is allocated effectively among various responsibilities. Take initiative on behalf of the Senior Production Manager to identify and deal with problems and issues that arise to ensure the smooth running of the Production Department.
§ Develop and establish workflow processes and systems to enable smooth running of the Senior Production Manager’s office.
§ Prepare and compile papers/documentation, including project and departmental related reports and documents, for the Senior Production Manager ensuring they are completed and prepared in time for meetings and discussions. Maintains a filing system including a master file in classified and chronological order while ensuring safe custody of confidential files.
§ Receives and review Senior Production Manager’s mail and takes necessary action accordingly. Ensures that replies are received within appropriate time span.
§ Respond to representatives of Governmental Ministries, representatives of external consulting organizations, contractors, or any other external entity wishing to contact the Senior Production Manager on a daily basis
4 – 6 years of secretarial experience with a Commercial Diploma or equivalent, and Biliterate in English and Arabic.
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