Personal Assistant to Vice President (VP) of Human Resources Job - United Development Company in Doha

Job Purpose:

Performs all duties of an administrative nature, including taking dictation, transcription, typing, setting up appointments, receiving and screening calls, preparing correspondence and memoranda, and maintaining file of all human resource activities and statistical data.

Main Activities:

• Handle the VP’s agenda: organize daily tasks, schedule, arrange, coordinate and prepare the meetings.
• Daily planning of duties and responsibilities is of an organized nature of self and VP of Human Resources.
• Set the tone of the office of professionalism in terms of workflow, appearance of office, appearance of employees and how one another interacts as a team and towards employees.
• Provide general information services to general staff but in no way to divulge matters of confidential nature in doing so.
• Be proactive in identifying priorities, emergencies and important issues in connection with the day-to-day business needs.
• Handle all incoming and outgoing emails, correspondence and telephone calls and ensure that it is translated properly.
• Take minutes and type memos, letters and emails, in Arabic/English, as requested by the VP and ensure its correct archive.
• Take in charge all issues related to the VP travel arrangements: air tickets and hotels booking, filling of travel forms, follow-up out of pocket expenses, transmission to the accounting department, etc.
• Ensure the organization of all administrative filling and referencing procedures.
• Prepare a press review, as and when requested by the VP.
• Ensure Completion of regular re -occurring work, e.g. birthday list, monthly report, briefings, weekly meeting, monthly meeting.
• Welcome and attend the VP’s visitors and maintain good public relations.
• Control office administrative expenses within his/her area of responsibility, and do not exceed established plans and if possible are reduced.
• Ensure policies and procedures are closely followed and adhered to.
• Standards of quality pertaining to the office administration are constantly monitored and adhered to.
• Maintain and develop Standards of quality pertaining to the office administration and are constantly monitored and adhered to.
• Perform regular stocking of administrative supplies, as well as those used for administration of VP, as well as those used by other departments in the administration of Human Resources.
• Ensure compliance of confidential matters such as business dealings, transactions or affairs of UDC and business associates are not to be divulged to other sources without Company’s written consent during the course of your employment and after the termination of your employment with the Company.
• Keep the VP of Human Resources continuously informed and updated of all issues and actions taken pertaining to due expiry dates of staff probationary periods, (6) months appraisals, promotions period appraisals, salary increases etc.
• Perform any task deemed necessary by the management for the efficient running of the HR Department.
• Manage the inbox of VP of Human Resources taking care of low priority emails, such as spam, resumes and small requests from Department Heads which can be easily dealt with.
• Manage the calendar on Outlook and task list and ensure VP of Human Resources attends meetings as required or committed.
• Update meetings calendar on Outlook and VP Diary daily.
• Maintain correspondence and filing cabinets of topics / subjects pertaining to all incoming information.
• Provide “Trace File” on follow up on delegated tasks to HR team and others.
• Distribute Memos and Correspondence.
• Ensure all outgoing mail, memos, circulars and letters be handled with care and dispatched accordingly on time.
• Implement an effective “Trace File” system to follow up on correspondences and actions of tasks and projects, bringing to the attention of Vice President of Human Resources items which require further action.
• Take notes in disciplinary and counseling meetings.Job Details




Date Posted:
2012-02-22



Job Location:
Doha, Qatar



Job Role:
Secretarial



Company Industry:
Real Estate





Preferred Candidate




Career Level:
Mid Career



Degree:
Bachelor's degree / higher diploma





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This position, Personal Assistant to Vice President (VP) of Human Resources Job - United Development Company in Doha, was posted on February 22, 2012. The job is located in Doha. The employer is UDC. Since this job has been published, it has been viewed 35 times.