Administrative assistant (qatari)

Purpose:To assist and perform routine administrative tasks in support of their activities. Coordination of operation admin tasksExternal Communication:Vendors related to admin functions / activitiesPurpose:To ensure required admin functions are met by external vendors in a timely and cost efficient fashion.Occupational Health & Safety and EnvironmentAccountability:Are accountable for their acts and omissions.Responsibility:To follow agreed safe systems of work; to follow training and instructions; and to report accidents, incidents and near misses.Authority:To stop work if they think the work is unsafe.ResponsibilitiesManage, schedule and arrange appointments, visits, meetings and conferences, company/department events, including any related travel, accommodation and/or venue bookings for office personnel, ensuring that all activities are well coordinated and executed smoothly.Support Legal dept with various operational admin taskssuch as data base monitoring;Greet visitors or callers and handle their inquiries, take messages or direct them to the appropriate persons according to their needs.Operate office equipment, such as computers, fax machines, copiers and phone systems and arrange for repairs when equipment malfunctions.Use computers for various applications, such as database management or word processing: create, maintain, and enter information into databases.Compose, type, and distribute meeting notes, routine correspondence, or reports, such as presentations or expense, statistical, or monthly reports.Coordinate and compile information from different sources and present it in a relevant format to enable others to understand and use it; conduct searches to find needed information, using such sources as the Internet and various AI tools.Assist the Department personnel in performance of duties, serving as an informational resource to the department with regards to administrative inquiries or problems.Set up and manage paper or electronic filing systems, recording information, updating paperwork, or maintaining documents, such as attendance records, correspondence, or other material.Maintain records in paper files and / or electronic systems including databases to ensure that correct information is available upon request and maintain proper filing for confidential files and records.Monitor and review admin budget expenditure and invoice payment for the Department, including expenses and stationery; keep records of collections and disbursements, and ensure accounts are balanced.Maintain the supply inventory, including placing orders, arranging delivery, dispensing supplies and handling receipts.Handle all purchase requisitions via Milaha i-poc, liaise with procurement department and timely processing of invoices.Compliance to all Milaha Health & Safety, Security, Environment and Quality policies, Manuals, Procedures, Laws, Regulations and StandardsPerform other job-related duties as assigned.Follow specified systems, processes and procedures, implemented in the workplace, to ensure compliance with legal, regulatory, and other requirements/standardsWork safely at all times, protecting the health and safety of everyone in the workplaceQualificationsEducation & Professional Qualification:Diploma Degree in Secretarial or Office Management or any related fieldProfessional Experience:2-3 years in office administration or an executive secretarial positionGeographic Experience:Not requiredComputer Skills:Good knowledge of Office, AI tools and web applicationsLanguage Skills:Business fluent EnglishArabic language is an advantageMarket/Industry/Functional Knowledge:-Strong knowledge of administrative and clerical procedures- Strong knowledge of data recording and management methods, tools and related techniques- Good knowledge of Department functions and activities- Good knowledge of Milaha business and operations