Job Description

Departmental Goal

In addition to developing and implementing effective human resources management policies to enable the Secretariat to carry out its functions with competent and motivated staff, the Administration and Finance Department (AFD) is responsible for all financial matters and financial control functions of the Secretariat (ensuring the organization’s financial integrity as stipulated in the GECF Financial Regulations). The AFD is also responsible for providing services related to the GECF headquarters, such as procurement, office supplies, travel arrangements, and logistics for the Secretariat’s optimal functioning.

The post’s objective

The Secretary will handle standard secretarial and administrative duties, including meeting minutes, letter writing, document consolidation, employee file archiving, attendance updates, and leave requests, under the direction of the head of the Administration and Finance Department.

Duties & responsibilities

1. Offers secretarial services to the head of the Administration and Finance Department
2. Combines, merges, or separates departmental documents at the AFD Head’s request
3. Collaborates closely with the Administration and Finance Department’s Human Resources unit to prepare documents for various meetings
4. Maintains attendance and inserts daily updates
5. Processes all leave requests, updates the records, and submits them for approval by the AFD Head
6. Maintains employee files and archives corresponding departmental documents.Create internal memos for extensions of service agreements. monitors Service Agreement extensions and oversees the procedure in accordance with the Staff Regulations.
7. Handles applications for business trips and purchases tickets as needed.
8. Creates the first monthly payroll sheet template and adds details about leave benefits, educational grants, etc.
9. Prepares the overtime calculation for the AFD Head’s approval in collaboration with the HR Assistant. Updates leave balance after the process completion.
10. Follows all applicable policies and procedures and immediately reports any inconsistencies to the Administration and Finance Department Head.
11. Observes the confidentiality of the departmental documents.Helps with event coordination in conjunction with the facilities and logistics staff. conveys the department’s demands and specifications.
12. Completes any additional tasks given to him or her by the head of the administration and finance department that are relevant to his or her experience, credentials, and role.
13. Helps coordinate events in coordination with the logistics and facilities staff. The department’s needs and requirements are communicated.
14. Completes any additional duties pertaining to his or her experience, credentials, and role that are delegated by the head of the Administration and Finance Department.

Skills

Education: A University Degree in a relevant field. 

Work Experience:

• 5 years of experience as a secretary, with minimum of 2 years as of experience directly related to Human Resources.
• Excellent communication, interpersonal, organisational and time management skills.
• Excellent Microsoft Office knowledge.

Language: Excellent command of written and spoken English. Capable of drafting reports. 

Preferred Candidate

Years of Experience 5 years
Residence Location Qatar
Degree Bachelor’s degree / higher diploma