Admin Assistant (Public Relations) Vacancy-Job Ref: ACQAIOM/1009/202434

Admin Assistant (Public Relations) Vacancy-Job Ref: ACQAIOM/1009/202434

Doha (Qatar)

JOB DESCRIPTION

Context

Under the overall supervision of the Administrative Officer (Staff Support) and direct supervision of the Staff Internal Coordinator, the successful candidate will be responsible and accountable for providing support and assistance in the day-to-day operations of the Administrative Unit.

Responsibilities

Core Functions / Responsibilities:

Liaise with respective Government departments such as the Ministry of Foreign Affairs (MOFA), Ministry of Labor (MOL), Ministry of Interior (MOI), Immigration, Airport Authorities, Customs, Traffic Department, etc. to process staff visas, Qatari IDs (QID), driving licenses, vehicle registration/transfers and airport operations during clearance of shipments for imports/exports and reception for IOM staff members and their dependents, ensuring proper record keeping and correspondence and timely application of established Standard Operating Procedures (SOPs).

Undertake regular physical visits to local authorities to follow-up on the status of applications submitted to the respective Government departments.
Assist in preparation of documentation related to processing of staff visas, QIDs, shipment clearances, driving licenses and vehicle registration/ownership change.
Extract all newly issued visas from the portal and share with relevant staff members and assist in maintaining the database for all personnel on SharePoint.

Assist in following-up with different unit focal points on updates of incoming and outgoing staff members and collect all necessary information related to newly hired staff such as visa expiry dates, dependent details, residential address, etc.
Assist in responding or drafting responses to standard/routine correspondence and other communications of related staff inquiries.
Assist liaisons with respective Government departments and keep the supervisor informed by conveying directives, reports, status updates and other relevant information, bringing sensitive and urgent matters to the attention of the supervisor.
Perform other duties as assigned.

Qualifications

Education

High school diploma with four years of relevant experience.
Bachelor’s degree in business administration or related fields from an accredited institution with two years of relevant professional experience.
Accredited Universities are those listed in the UNESCO World Higher Education Database.

Experience

Experience dealing with similar roles (liaising with government authorities) in Qatar is a must.
Knowledge of local labor regulations and governmental authorities
Proficient in Microsoft Office applications e.g. Word, Excel, PowerPoint, E-mail, Outlook.
Knowledge and experience of government portals systems.
Attention to detail, ability to organize paperwork in a methodical way.
Discreet, detail and client-oriented, patient and willing to learn new things; and,
Prior work experience with international humanitarian organizations, non-government or government institutions/organization in a multi-cultural setting is an advantage.

Skills

Proficiency in MS Office applications such as Word and Excel
Excellent organizational skills with the ability to manage multiple tasks simultaneously under time constraints, accurate and detail oriented.
Strong interpersonal & intercultural skills with an attention to detail
Excellent oral and written communication and negotiation skills both in Arabic and English.

Languages

For all applicants, fluency in Arabic & English language is required (oral and written).
Proficiency of language(s) required will be specifically evaluated during the selection process, which may include written and/or oral assessments.

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