Reporting structure

Reports To    Hub Supervisor
Direct Reports    Nil

** PREFERENCE WILL BE GIVEN TO QATARI CANDIDATES **

Job Summary and Purpose

Provide administrative and secretarial assistance to Transport function while ensuring proper documents and records are maintained for the work carried out in the function.

Accountabilities

Key Accountabilities:
1.    Implement rules and regulations pertaining to transport function so that all relevant procedural / legislative requirements are fulfilled while delivering a quality, cost-effective service to employees and clients. 
2.    Receive transport requests through various channels (e-mail, telephone, radeo etc.) and schedule, plan and execute duty roster for Drivers. 
3.    Update system records and co-ordinate with Account / HR and other Departments on matters related to the transport function. Create and maintain various documents and records as required in the SAP and other filing systems. 
4.    Draft and issue of memos and circulars as necessary.
5.    Provide administrative support to various stake holders in the department. 
6.    To maintain proper filling of all documents handled in the department (system records and manual as required).
7.    Keep the office stationery and monitor usage. 
8.    Coordination with other departments on administrative or transport matters or as instructed by supervisors.
9.    Perform the duty as document controller for technical documents like bids, specification, invoice etc. held by the departments and make records easily available during internal and external audits. 
10.    Data entry work ( MR, Receipts, and Stock adjustment ) related to SAP / material inventory System
11.    Comply with all relevant safety, quality and environmental management policies, procedures and controls to ensure a healthy and safe work environment.
12.    Performs other secretarial and clerical duties or assignments as directed.
 

Accountabilities - 2

Accountabilities - 3

Accountabilities - 4

Competencies

Key Result Areas

Interactions and Working Relations

Internal: All staff in the department and other sections.
Purpose: Coordination and communication on matters related to the department function.
External: Nil
Purpose: Nil

Financial Authorities

•    Nil

Qualifications, Experience and Job Skills

Qualifications:
•    Knowledge of SAP & Office soft wares.
•    Graduate in any discipline.
Experience:
•    Clerical & administrative experience in a large commercial & business set-up. Experience in transport companies would be desirable.
•    4 years experience.

Job Specific Competencies:
II.    Technical Competency:
•    Language Skills:
•    English (written & verbal) / Hindi - Urdu (Verbal) /Arabic (desirable)
•    MS Office Skills
•    Ability to draft letters and memos
•    Fair accounting / finance skills
•    Adaptability
•    Initiative/Creative
•    Interpersonal Skills
•    Organizational Skills
•    Valuing Diversity