Job Title: Executive Secretary
Reporting To: Country Director
Base Location: Sana’a
Application deadline: October 10, 2013
Duration: 01 year with possible extensions. Qatar Charity (QC) is a non-governmental organization based in the state of Qatar. QC works in the fields of sustainable development, poverty reduction and emergency response through initiating long term programs. We are looking for a qualified candidate to fill the position of Executive Secretary. Key Roles/ Responsibilities: • Perform a variety of executive support tasks and coordinate office management activities for the Country Director;
• Research, compile, assimilate and prepare documents, memos and letters;
• Read and screen incoming correspondence and reports; make preliminary assessment of materials and organize documents; handle some matters personally and forward appropriate materials to the Country Director and to other staff members;
• Receive and screen incoming calls and visitors, determine what are priority matters, make referrals to appropriate staff members or provide requested information;
• Compose letters and memoranda in response to incoming mail or calls;
• Provide liaison between the Country Director and other staff, transmit directives, instructions and assignments and follow up on status of assignments;
• Update Country Director or other staff on status of issues before scheduled meetings;
• Prepare agenda and collect materials for meetings, speeches, and conferences; take minutes and keep records of proceedings as required;
• Review, proofread and edit documents prepared for the CD's signature;
• Participate in and may coordinate committees or task forces, as assigned;
• Establish and maintain various filing and records management systems;
• Make domestic and foreign travel arrangements; prepare itineraries; prepare and compile travel vouchers, maintain all travel records.
• Perform any other task as assigned.
Personal Specifications Skills & Experiences • Sound knowledge and use of both Arabic and English languages;
• Good knowledge of the essential Microsoft applications (Word, Excel, Access and PowerPoint);
• Good knowledge of the techniques of receiving callers, making appointments and giving information;
• Ability to make decisions where precedents may not be established;
• Ability to review several diverse reference sources, select and synthesize data for reports and other forms of correspondence;
• Ability to use diplomacy, tact, discretion and judgment in giving out information, referring callers and dealing with day to day business;
• Ability to remain calm, flexible and energetic during stressful situations;
• Good interpersonal and communication skills;
• Knowledge of HR practices is preferable;
• Previous INGOs experience is a plus point;
• Similar previous experience of not less than 1 year.
Qualifications • University degree or its equivalent in Management, Social Science, Public Administration, Languages, or any related field;
• Advanced Diploma in secretarial work.
Application Process: To apply please send your CV, salary history, two professional references (e-mail address and phone number) and a motivation letter explaining how you fulfil the requirements for this position to the following email: [email protected] on or before October 10, 2013. Kindly indicate “Executive Secretary” in the subject line of your email. Only shortlisted candidates will be contacted. If you do not get any response after 15 days of closing of the application deadline, please consider that you are not qualified for this time.
NB. Incomplete applications will not be considered including those received after the deadline.
Please see "Application Process" above |