legal advisor and Administration Manager
Shikh Khaled bin Abdallah Al Thani
Total years of experience :16 years, 3 Months
Responsible for planning and directing the operations of the organization to ensure and enhance performance, productivity and profitability
OFFICE MANAGER
General Purpose
Responsible for the organization and co-ordination of office operations, procedures and resources to facilitate organizational effectiveness and efficiency.
Main Job Tasks and Responsibilities
assign and monitor clerical, administrative and secretarial responsibilities and tasks among office staff
allocate available resources to enable successful task performance
co-ordinate office staff activities to ensure maximum efficiency
evaluate and manage staff performance
recruit and select office staff
organize orientation and training of new staff members
coach, mentor and discipline office staff
design and implement filing systems
ensure filing systems are maintained and current
establish and monitor procedures for record keeping
ensure security, integrity and confidentiality of data
design and implement office policies and procedures
oversee adherence to office policies and procedures
analyse and monitor internal processes
implement procedural and policy changes to improve operational efficiency
prepare operational reports and schedules to ensure efficiency
co-ordinate schedules, appointments and bookings
monitor and maintain office supplies inventory
review and approve office supply acquisitions
handle customer inquiries and complaints
manage internal staff relations
maintain a safe and secure working environment
Education and Experience
bachelor degree of law with a number of years administrative and supervisory experience
knowledge of accounting, data and administrative management practices and procedures
knowledge of clerical practices and procedures
knowledge of human resources management practices and procedures
knowledge of business and management principles
computer skills and knowledge of office software packages
Key Competencies
communication skills
problem analysis and assessment
judgment and problem solving
decision making
planning and organizing
work and time management
attention to detail and high level of accuracy
delegation of authority and responsibility
information gathering and monitoring
coaching skills
initiative
integrity
adaptability
teamwork and collaboration
Supports operations by supervising staff; planning, organizing, and implementing administrative systems.
Maintains administrative staff by recruiting, selecting, orienting, and training employees; maintaining a safe and secure work environment; developing personal growth opportunities.
Accomplishes staff results by communicating job expectations; planning, monitoring, and appraising job results; coaching, counseling, and disciplining employees; initiating, coordinating, and enforcing systems, policies, and procedures.
Provides supplies by identifying needs for reception, switchboard, mailroom, and kitchen; establishing policies, procedures, and work schedules.
Provides communication systems by identifying needs; evaluating options; maintaining equipment; approving invoices.
Purchases printed materials and forms by obtaining requirements; negotiating price, quality, and delivery; approving invoices.
Completes special projects by organizing and coordinating information and requirements; planning, arranging, and meeting schedules; monitoring results.
Provides historical reference by developing and utilizing filing and retrieval systems.
Improves program and service quality by devising new applications; updating procedures; evaluating system results with users.
Achieves financial objectives by anticipating requirements; submitting information for budget preparation; scheduling expenditures; monitoring costs; analyzing variances.
Maintains continuity among corporate, division, and local work teams by documenting and communicating actions, irregularities, and continuing needs.
Maintains professional and technical knowledge by attending educational workshops; benchmarking professional standards; reviewing professional publications; establishing personal networks.
Contributes to team effort by accomplishing related results as needed.
1.Manage and supervise the entire talent sourcing activity; includes dealing with ad agencies & approving of job advertisements, liaising with recruitment agencies, conducting on- campus hiring and job fairs, databank management and job management on Company website.
2.Management of staff services; involving documents related to offers, contract, confirmation, transfers, re-designations, promotion, increment, probations, terminations, dismissals, retirements, salary & employment certificates, experience certificate, joining memo, queries etc
3.Give orientation to newly appointed staff; involves the overview of the Company, featuring history, organization structure, mission, vision, goals, policies, legal requirements and scheduling for outlets and locations.
4.Conduct initial interviews, shortlist candidates for next level or hiring and scheduling for final interviews.
5.Assist HOD in writing of Job Descriptions for new positions and also evaluate the existing JD according to the changing needs/expansion of the organization in coordination with respective HODs.
6.Keep close contacts with all outlet managers by visiting them regularly and address their problems and take up for necessary and timely solution.
7.Process timely clearance and settlement of leaving staff and conduct exit interview.
8.Initiate annual performance appraisal, follow-ups and compilation of appraisal reports with identification of training and development needs.
9.Compile on-job training activities as done by the department and monitor their monthly/yearly plan.
10.Keep record of staff incentive scheme, appreciatin, awards and update the personal file accordingly..
