Technical Assistant - Qatar National Research Fund
Qatar Foundation
مجموع سنوات الخبرة :16 years, 1 أشهر
1. Provide administrative support, organize & follow up on matters arising from meetings for the Directors in the technical team (EE, HH, SAH, ICT)
2. Schedule, coordinate and attend meetings / special events to ensure that meeting and organization objectives are met without error.
3. Organizing and participating in the various meetings (eg: stakeholder holder meetings, programmatic review, ROS, Etc.) for each Pillar including taking minutes.
4. Creating a data base for the international / local collaborators for each pillar and identifying those with more industrial background.
5. Assist in managing the logistics of hiring new staff to the TT department including arranging meetings, Skype calls, etc.
6. Assisting the technical team in all Programmatic Reviews and with admin support across other QNRF Funding programs (NPRP, UREP, etc.).
7. Contribute to developing documents, such as reports, PowerPoint presentations, in line with QNRS as requested by the TT team.
8. Assist in managing the logistics of relevant QNRF Funding programs, pre-award and post-award technical activities in accordance to QNRS.
9. Participate and organize the Manager Committee Meeting on a bi-weekly basis and take meeting minutes for circulation & follow-up.
8. Creating summary booklets for the programmatic review for all the 4 pillars meeting, and also participating in the panels to take notes and other logistics whenever required.
9. Contribute and assist the TT department in activities and events related to priority themes/grand challenges (e.g.: Arc, forums, conferences, workshops).
10. Assist in gap analysis & data processing to generate portfolio analysis, during the selection of priority themes /QNRS areas.
11. Research information, compile statistics, gather and compute various data; prepare special and/or one-time reports & graphs, summaries, and presentations related to theme area such as ROS (Research Outcome Seminar), workshops, stakeholder meetings, forums, etc.
12. Assist the team in the coordination, monitoring, and completion of special projects as appropriate.
13. Assist the team in various activities such as coordinating information flow, handling and processing of documents, creating and maintaining databases/files/reports, and / or reviewing / proofreading and processing documents.
14. Gather, enters, and/or updates data to maintain departmental records and databases, as appropriate; establishes and maintains files and records for the office.
15. Assist the PM/PO in sending invitations for the Peer reviews to register with QNRF across the 4 Pillars.
16. Identify from various sources (online, books, etc) potential Peer reviewer emails in order to contact them and invite to register with QF on behalf of the PM/PO.
17. Keep track of various program / cycle deadlines and intimate concerned stakeholders on deliverables.
18. Learn advanced Tableau software to assist with the analysis currently being done by completing Online courses, web tutorials, class room training & having a mentor.
• Preparing routine advanced correspondences including letters, memos and reports; & initiating replies as appropriate; following up to ensure actions are completed by relevant team members.
• Arranging travel plans and itineraries; compiling documents for travel of the SBP Team.
• Researching information, preparing special one-time reports, summaries, replying to inquiries, gathering & computing various data from a variety of sources including manpower reports, etc
• Organizing and facilitating meetings and special events; scheduling and coordinating venues, attendance, agendas, and facilities; taking minutes of meetings, and providing administrative support and following up on proper execution of action plans
• Gathering & maintain updates to departmental requests, records, databases & reports, as appropriate; including the Log Book report
• Coordinating timely submission of Monthly & Quarterly Reports for senior management by liaising with the SBP team; consolidates & rechecks for spelling, duplication or accuracy issues before submission.
• Assisting the team in various activities & special projects such as coordinating information flow, preparing materials Inventory & stationery for distribution, handling and processing of documents, , and/or reviewing/proofreading and processing documents.
• Maintaining the physical and electronic filing systems associated with the Department and ensuring proper documentation, handling, and safe storage for easy retrieval of information.
• Preparing & maintaining a database with details of all approved organization charts & active job descriptions that are made available; provides copies of the same to clients upon request.
• Managing accurate maintenance of position details by ensuring job details are in line with the approved org charts after analysis by senior SBP team.
• Processing & delivering RRFs to Recruitment Department for acknowledgment for the created positions on ERP after senior management signature and grading by SBP team.
• Preparing work completion certificates & invoices; scanning same for filing & coordinating with relevant teams for submission.
• Managing the calendar, mail & telephone for the Project Directors office; filtering and proactively dealing with routine queries on email & telephone when possible
• Coordinating with the Project Managers and Section Managers on document flow and ensuring same is routed to the Project Director for signoff.
• Tracking all incoming & outgoing transmittals, letters & correspondences for Project Directors office
• Coordinating with document control section to ensure all documents signed by the Project Director are routed on time to concerned consultants & clients within the agreed SLAs; following up and escalating on any deviations
• Coordinating with clients & consultants for organizing meetings and conferences for the Project Team
• Administrating online meeting tools (GoTo Meeting) for both telephone & video calls for the entire office
• Assisting section managers in administrative work, such as drafting, amending and formatting correspondences to send to Project Director for final signature
• Assisting other admin assistant in their absence & coordinating with the site office team for construction related matters on behalf of the Project Director
• Managing calendars for the senior managers including scheduling appointments with clients, consultants, sub-contractors, and suppliers as well as travel itineraries & hotel reservations.
• Preparing memos, letters & correspondences; taking dictation & producing reports using MS office tools.
• Managing the systematic physical filing and e-filing of all business correspondence, memorandums, reports and mails for the section
• Merging the comments on various transmittal & submission sheets from various consultants for final approval to senior management & subsequent distribution to contractors
• Liaising with consultants and contractors to coordinate the timely completion of work to be done; ensuring approvals and when necessary escalations for the document flow are completed
• Tracking letters, memos, inspection requests, transmittal sheets, NOC’s, confirmations, Request for Information documents, etc. for the daily work to be carried out by the contractors.
• Dealing with telephone, fax, post and e-mail enquiries; filtering and proactively dealing with routine queries when possible on behalf of the Project Manager
• Providing weekly summary report to the manager and consultants of the documents that have been either approved or pending approvals
• Preparing minutes of meeting on weekly basis for the client-consultant meeting and client-consultant-contractor meetings.
• General secretarial activities including managing diaries of senior management; scheduling appointments & booking travel itineraries & hotel reservations.
• Drafting inter office correspondences, memos & letters; producing reports, flow-charts & presentations.
• Managing petty cash and petrol cash advances for the section; liaising with commercial team for accounting the same through submission of vouchers along with monthly expense summary sheets.
• Managing leave records and attendance / overtime sheets for the department.
• Dealing with telephone, fax, post and e-mail enquiries; filtering and proactively dealing with routine queries when possible on behalf of Senior Managers
• Receiving, filing, logging-in, & ensuring accurate circulation of incoming / outgoing documents & correspondence thereby acting as the focal point for the processing of the entire divisions paper work.
• Collating, tracking and preparing summary of material requisition needed for all sections each month.
• Preparing weekly summary reports of ISR (inspection survey requests) as provided by engineers of each section and distributing to the section mangers and external consultants.
• Preparing the Payment Progress certificate to Municipality as per details provided by the senior QS.
• Maintaining track sheets on payments to sub-contractors and providing visibility to other sections to ensure on time payment disbursals.
• Preparing a daily summary report of the work-in-progress on site as submitted by each section (MEP, Utility, Detour, Pre-caste, etc)
• Assisting HR section in screening candidates for new vacancies, processing candidates pre-joining formalities, maintaining personnel files & leave records, handling pay roll & renewal of visas.
• Preparing offer letters, contracts for new employees with joining formalities including visa submissions.
• Handling Travel arrangements including Air tickets, Hotel Arrangements and Rent a Car for the Managers, guests & other office executives - both business & personal travel for staff and families.
• Preparing purchase orders (including those for the travel management company), completing expense forms, filing correspondences, booking couriers & taxis, reviewing travel agency Service Level Agreements for smooth functioning.
• Managing and continually updating Personnel records of both new and existing employees - including commendations and memos for each
• Organizing conferences, office get-togethers, golf, dinner reservations for senior management as well as managing the petty cash for the section
• Actively answering the telephone board with pleasant telephone manners, greeting clients and responding to their queries, diverting to the relevant personnel in the organization.
• Managing Time and Attendance system for the entire organization including employee registration and preparing weekly exception reports.
• Preparing accident reports along with supporting references & drawings for claim submissions to the insurance company.
• Coordinating with all section heads and raising purchase orders for the stationery requirements for the entire organization.
• Preparing invoices, official letters, and commission sheets etc. Preparation of monthly sales sheet for the
accounts team.
• Manage the organizations newspaper advertisement requirements.
• Attending client telephone calls, faxes & emails, submitting quotations, preparing LPOs, invoices and
preparing official correspondences.
• Assisting the sales executives in actively pursuing new avenues for business through effective telesales
and telemarketing.
• Handling all queries and complaints for the division and enhance customer support through effective
communication.
