Admin and HR Officer - Qatar Foundation - Doha
- By Qatar Job Bank
- Published 09/30/2011
- Management And Administration , Qatar
The Admin and HR Officer's role is to provide a wide range of support in administration, finance and, HR with the core focus on supporting the Operation and Development Manager and generally assist staff and committee members in carrying out their duties. This position is also responsible for the coordination between QGBC and QF different departments in particular the finance and HR directorate. The role includes administration of QGBC financial interactions ensuring financial statements are prepared and reported in accordance with QF policy and processes. The role requires handling invoices and receipt of membership, training and events, keeping records of QGBC's expenses and revenue, tracking invoices and payments of training sessions, commercial aspects of sponsorship proposals and the annual conference. Additionally it provides overall Admin and HR support to staff and committees' members.
Key Result Areas:
Following are the key responsibilities which will evolve over time as QGBC programs develops;
- Oversee administration, personnel, finance, and resources and maintain an inventory filling system.
- Support in the day-to-day office administration, regular office maintenance and up-keep, reception desk management, staff attendance, maintaining different registers, correspondence, office stocks, dealing with suppliers, vendors and service providers, procurement of assets and equipments, contact database management, logistics management, travel arrangements and bookings for project staff and preparing necessary administrative reports.
- Support in reports preparation and assist with official correspondences drafting, distribution, and filing of a range of documents (meeting minutes, agendas, contracts, etc.)
- Liaise with QF HR Dept to coordinate staff recruitment and hiring, assist with job interview scheduling, reference checks and coordination with HR directorate.
- Provide QGBC staff with HR support; maintain staff vacation calendar attendance log, and expense claims, arranging for gifts, etc., with the support of the logistics officer.
- Liaise with QF financial department in tracking membership payments, issuance of invoices, receipts and issue monthly financial reports.
- Monitor QGBC's account payable, accounts receivable and maintain general ledgers,
- Assist the operation and development manager in budget preparation by coordinating and compiling data, researching past revenue and expenditures, making projections for the following year and making budget recommendations.
- Prepare presentations, establish and maintain databases, and help in developing charts as needed.
- Handling payment of training providers and vendors for services provided for QGBC, i.e. promotional materials, printing services, etc. as per the agreements signed with QGBC.
- Transform figures to charts in order to provide monthly report with regards to financial status of QGBC.
- Provide input for improving Admin and Financial performance as applicable by monitoring marketing expenses and other QGBC general expenses and deposits.
- Support in setting up and administering an E-payment system for QGBC.
- Any other job related duties as assigned by the direct supervisor.
Skills
- B.S. Degree in Business Administration, Finance with 3-5 year experience in administration and accounting.
- Ability to manage milestone-based projects within budget and time constraints.
- Strong computer skills including demonstrated fluency with MS Word, Excel, PowerPoint, database management, internet, e-mail, mail merge, in addition to calendars, databases, filing, systems, troubleshooting, etc.
- Excellent relationship-building skills, multi-tasking and the ability to work under a variety of team leaders.
- Excellent communication skills verbally and in writing preferably in Both Arabic and English.
- Excellent organizational, task management and prioritizing skills.
- Ability to work independently and as part of a team and ability to exercise independent judgment when appropriate.
- Experience in the non-profit sector preferred.
- Excellent attention to detail.
- Ability to maintain timeliness, meet deadlines, prioritize and handle multiple tasks simultaneously.
- Flexible and able to adapt to constantly changing priorities; revise plans and adjust schedules without notice.
Send CV at: recruitment@qf.org.qa
Key Result Areas:
Following are the key responsibilities which will evolve over time as QGBC programs develops;
- Oversee administration, personnel, finance, and resources and maintain an inventory filling system.
- Support in the day-to-day office administration, regular office maintenance and up-keep, reception desk management, staff attendance, maintaining different registers, correspondence, office stocks, dealing with suppliers, vendors and service providers, procurement of assets and equipments, contact database management, logistics management, travel arrangements and bookings for project staff and preparing necessary administrative reports.
- Support in reports preparation and assist with official correspondences drafting, distribution, and filing of a range of documents (meeting minutes, agendas, contracts, etc.)
- Liaise with QF HR Dept to coordinate staff recruitment and hiring, assist with job interview scheduling, reference checks and coordination with HR directorate.
- Provide QGBC staff with HR support; maintain staff vacation calendar attendance log, and expense claims, arranging for gifts, etc., with the support of the logistics officer.
- Liaise with QF financial department in tracking membership payments, issuance of invoices, receipts and issue monthly financial reports.
- Monitor QGBC's account payable, accounts receivable and maintain general ledgers,
- Assist the operation and development manager in budget preparation by coordinating and compiling data, researching past revenue and expenditures, making projections for the following year and making budget recommendations.
- Prepare presentations, establish and maintain databases, and help in developing charts as needed.
- Handling payment of training providers and vendors for services provided for QGBC, i.e. promotional materials, printing services, etc. as per the agreements signed with QGBC.
- Transform figures to charts in order to provide monthly report with regards to financial status of QGBC.
- Provide input for improving Admin and Financial performance as applicable by monitoring marketing expenses and other QGBC general expenses and deposits.
- Support in setting up and administering an E-payment system for QGBC.
- Any other job related duties as assigned by the direct supervisor.
Skills
- B.S. Degree in Business Administration, Finance with 3-5 year experience in administration and accounting.
- Ability to manage milestone-based projects within budget and time constraints.
- Strong computer skills including demonstrated fluency with MS Word, Excel, PowerPoint, database management, internet, e-mail, mail merge, in addition to calendars, databases, filing, systems, troubleshooting, etc.
- Excellent relationship-building skills, multi-tasking and the ability to work under a variety of team leaders.
- Excellent communication skills verbally and in writing preferably in Both Arabic and English.
- Excellent organizational, task management and prioritizing skills.
- Ability to work independently and as part of a team and ability to exercise independent judgment when appropriate.
- Experience in the non-profit sector preferred.
- Excellent attention to detail.
- Ability to maintain timeliness, meet deadlines, prioritize and handle multiple tasks simultaneously.
- Flexible and able to adapt to constantly changing priorities; revise plans and adjust schedules without notice.
Send CV at: recruitment@qf.org.qa
