Senior Technical Assistant

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About the Role:

Kariera Group recruitment services are actively seeking a Senior Technical Assistant for a national oil and gas operator in Doha, Qatar.

Key Responsibilities:

1. Assist and carry out all clerical duties under the direction of the Project Manager / Construction lead and supervise all administrative and office facilities support functions to NGL-5 Project. Being the Project Sr Technical Assistant, the incumbent ensures that confidentiality of matters is always protected.
2. Maintain a list of all outstanding actions and follow up with relevant departments regularly.
3. Maintain an efficient filing system in the division.
4. Process the day-to-day incoming and outgoing mail.
5. Liaise with all other Departments on all outstanding administrative issues.
6. Keep a record of all correspondence received from Management, Department Heads and Division Heads for signature, comments, action and information. Distribute the mail to action parties as per the Manager’s directives.
7. Process the Duty Visit forms and Expense Claims for necessary approval and forward them to Human Resources via the Project Manager.
8. Identify requirements for office stationery and prepare call-off order forms and keep a stock.
9. Keep an updated telephone list for the Department.
10. Keep a record of all outstanding action items and follow up from time to time when action on important issues is involved.
11. Must be able to locate correspondence and readily identify sources when PN / PNX requires any information.
12. Type a variety of memos, reports, letters and faxes. Prepare the work, print, check for correctness and obtain appropriate signatures, dispatch accordingly.
13. Keep an updated filing system for the NGL-5 Project.
14. Arrange for Safety clothing / PPE Gear to be provided to the NGL-5 Project staff as required.
15. Ensure that adequate stationery is stocked. Raise MRs to order stationery and follow-up with the Materials department.
16. Arrange Security passes through security Departments to Mesaieed, Refinery and Ras Laffan.
17. Maintain a spreadsheet of all Project staff and ensure that all area access passes, H2S Certificates, TAAS, and other allowances etc. are maintained in a valid condition.
18. Maintain a spreadsheet relating to recruitment within the division, and schedule dates and times for project employees to conduct the interviews. Coordinate with HR & PS departments regarding recruitment matters.
19. Maintain current records relating to Project fact sheets such that Project information is instantly available including variation and WCR history.
20. Maintain a spreadsheet for all project staff to reflect the leave plan tracker & monitor monthly.
21. Maintain a spreadsheet for all Project staff to reflect the Training Program Schedule & track it accordingly.
22. Coordinate SAP data input relating to Project handover requirements.
23. Coordinate the preparation of Project handover dossiers and be responsible for their deployment.

Requirements:

1. Diploma or equivalent and appropriate training in Computer software, clerical activities and office administration.
2. Minimum five (5) Years’ experience in administration / clerical activities which should include good computer knowledge in developing databases and advanced knowledge of MS Office applications is required.
3. The following skills are required: creativity, drive and initiative. Team player with good written, communication and interpersonal skills.
4. Familiarity with the terminology and basic technical understanding of Project execution and tendering.
5. Familiarity with PDMS Project document control systems, and capability to cover the document control position for short periods.