Administration Assistant Job – Qatar Aviation Services Doha

About the Role
Providing administration support for the smooth functioning on a daily basis, for the team. Handling of confidential and sensitive issues involving continual inter-departmental relations. Represents the team through correspondence, telephone and personal contact. Liaise with other departments for arranging the logistics of resources.

Operational:
Perform advanced, diversified, and confidential administrative and secretarial support. Handle a wide variety of situations and tasks involving the clerical and administrative functions of the office.
In consultation with the team, generate business documentation, including presentation creation and spreadsheet preparation and distribution.
Prepare charts and compile reports as needed and ensure that all files are complete and properly maintained.
Perform administrative tasks based on set procedures, establish and maintain filing systems, categorise and maintain manuals, invoices, manage and co-ordinate travel needs and other source data.
Research information and initiate assigned tasks accordingly.
Respond to complaints and requests for information and assistance, interpret and explain procedures and policies pertaining to internal inquiries of staff.
Attend and take notes at meetings, coordinate travel arrangements, records of Communication (documents, E-mail) to meet the requirements of the team.
Complete all administration tasks within the department as directed by the Lead Administration officer including compilation of Staff Overtime & Attendance, HIA License, and Airport pass, Residence Permit, Annual Leave Records, Sickness Certificates, Administrative Memos, Training Records and Staff Personal Files.
Coordinate and liaise with HR with regards to Staff leave, Staff uniform, Staff medical issues that need referring to QRMC, Payroll data, Staff behavioral issues including disciplinary actions, Staff promotion, Staff resignations & terminations.
Coordinate and liaise with Immigration Services in relation to issuance of new airport passes and residence permit, renewal of old airport passes and residence permit and staff exit permit.
Monitor Stationery and pantry ensuring that sufficient stocks are available and the department budget is not exceeded by placing Orders (on Oracle), maintaining records of Stationery, Pantry and uniforms requisition and Issuance to various sections in an orderly manner.
Ensure receipts of all advance payments received and maintain a register in order to monitor and track all transactions relevant to petty cash. Prepare a daily cash summary, tally the petty cash expenditure with the balance amount thereby ensuring all expenses are reconciled and recorded.
Monitor and maintain the upkeep of Assets such as Radio Transmitters, Scanners electronic equipment and PDA by regularly coordinating with PMO and System Support for maintenance issues.
Act as a point of contact for assigned services of the department by assisting in welcoming new recruits.
Receive and answer telephone calls/inquiries and ensure that messages are taken clearly and delivered promptly.
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

Related: Cabin Crew Recruitment Job – Qatar Airways Doha

Qualifications
About You
High School Qualification with Minimum 2 years of job-related experience or Equivalent with Minimum 1 years of job-related experience
Essential: Database administration experience.
Excellent written and verbal communication skills.
Excellent computer skills, including Microsoft Word, Excel and PowerPoint.
Client focused and business aware.
Self-motivated and highly organized.
Strong interpersonal and team working skills.
High level of sensitivity and professionalism.
Self-starter, having the ability to work independently with minimal instructions.
Proven ability to work under pressure to defined timescales.
Proven problem-solving abilities
Preferred: Bachelor’s Degree or equivalent
A tertiary HR/Administration qualification would be an advantaged

About Qatar Airways Group
Our story started with four aircraft. Today, we deliver excellence across 12 different businesses coming together as one. We’ve grown fast, broken records and set trends that others follow. We don’t slow down by the fear of failure. Instead, we dare to achieve what’s never been done before. So whether you’re creating a unique experience for our customers or innovating behind the scenes, every person contributes to our proud story. A story of spectacular growth and determination. Now is the time to bring your best ideas and passion to a place where your ambition will know no boundaries, and be part of a truly global community

Closing Date: 27-04-2023