IT Support Assistant - ITD & ERP(KAHRAMAA)- Qatar General Electricity & Water Corporation
Qatar General Electricity & Water Corporation
Total years of experience :17 years, 5 Months
Provide administrative support to ensure that office operations are maintained in an effective, up to date and accurate manner.
o Prepare, type, format a wide variety of documentation including
correspondence, memos, forms, statistical charts reports and other
documents. Also, Review and edit reports.
o Assisting in Tender documents and contracts of projects.
o Fully support the pre-qualification and tendering department in
Preparing and finalizing all tenders and required documents.
o Review of all documentation to check with compliance with policies
and procedures.
o Maintain calendar and schedule meetings.
o Maintain office filing system including paper files/file cabinets, shared
electronic files and confidential records.
o Attend meetings, prepare agendas and take minutes of meeting and
distribute them.
o Coordinate schedules and activities, and tracking progress and results of
Projects.
Tendering Assistant
o Preparation of the Technical submission of the tenders - Online and Physical.
o Coordinating technical and commercial evaluation of tenders
o Ensure that Technical and Commercial evaluation presentations are
complete and ready before submission to the committee.
o Follow relevant procedures for Tender compilation, authorization and
dispatch.
o Responsible for tenders are submitted consistently ahead of deadlines.
o Preparing and handling agreement & contract documents
o Dealing with companies and top management for final process.
o General administrative duties, including filing, binding, printing, etc.
Responsible for:
-Making Quotations
-Performs secretarial duties, data entry, receives and screens office calls and correspondence, responds to routine telephone inquiries; forwards calls to appropriate party.
-Accurately maintains a variety of logs and files.
-Monitors departmental materials and supplies and orders as needed.
-Prepares archive management report for Supervisor review.
-Responds to more complicated inquiries or requests for information or determines which requests should be handled by another staff person.
-Types more complicated documents or reports using word processing software. May prepare spreadsheets.
-Composes correspondence for supervisor's review and signature.
-Acts as liaison with other offices, departments and outside agencies.
-Assists in maintaining legal collection(s) within the office.
-May be called on to provide secretarial assistance to other Department Heads.
-Performs special projects.
-Performs all of the duties of the lower level position title within this series as required.
-Answers and screens telephone calls and intercoms in a professional & helpful manner.
Independently assesses nature of business. Responds to requests for information
and provides assistance. Taking messages, responding to queries, providing comprehensive secretarial
and support to the Administration and Management.
-Greets scheduled visitors and directs them to the appropriate person.
-Handles and manages the ordering & distribution to Company branches of Invoice Books,
Material Order Requests, Workshop Order Forms, Company Shopping Bags, Eye Glass
cleaning cloths and office stationeries.
-Maintaining and keeping a detailed records of dispatched materials and items to the
branches.
-Filing and archiving of documents to facilitate easy retrieval on a later date.
-Sending and receiving Company emails and fax from Customers and suppliers.
-Request for quotations and follow-up suppliers for their reply.
-Post LPO to clients/supplier.
-Handling Shipments: (Incoming and Outgoing)
1. Preparing Proforma Invoice when sending goods.
2. Tracking shipments, doing follow-ups to ensure documents/goods will not be delayed.
3. Coordinates with couriers, clearing agents and cargo aviations.
4. Checking & making sure all documents are complete before sending any items or goods.
-Arranging and Booking of Airline Tickets for the Management and Staffs.
-Answering telephone calls. Taking messages, responding to queries, providing
comprehensive secretarial & clerical support to the Management.
-Greet visitors and provide basic information to them.
-Composed, typed and distributed meeting agendas, routine correspondence and reports.
-Set up and handled incoming mail and office filing system.
-Collected and coordinated the flow of internal and external information.
-In-charge for Airline ticket and Hotel bookings and reservations of the Company.
-Managed office equipment and office space
-Post LPO and invoices to clients/suppliers.
-Request for quotations and follow-up the supplier for their reply.
-Receives and places telephone calls, makes, postpones and cancels appointments of the
General Manager as directed
-Types correspondence, memo’s, reports, tenders, etc., from dictated or written material,
handles routine correspondence independently.
-Sending, Receiving and logs incoming and outgoing mails, correspondence, memo’s,
supplies, tenders, etc.
-Sorts and file letters, correspondence, memorandums, reports, tender, etc., develops and
maintains records file system.
-Operates photocopy machine for a required document reproduction
-In-charge of documenting all incoming and outgoing materials from the warehouse.
-Handling warehouse inventories.
-Preparing Invoices, Purchase orders and delivery notes.
-Monitors the operation of goods from the warehouse to maintain organize receiving and
dispatching of finished products.
-Itemizing, labeling & checking of goods that are taken in and out of the warehouse.
-Coordinates with Quality Control to ensure timely and appropriate solutions are
adopted avoiding customer’s complaint.
-Handling Shipments. (Import & Export)
-Preparing time sheets of employees and computing overtimes.