Job Title: Secretary -Admin assistant officer- CD office
No of position:  1 Position
Grade: Grade 4 New structure
Post date: 25/04/2024
Deadline:  06/05/2024
Duration: Permanent-Core
Duty Station: Based in Sana Office with frequent travels to other locations in Yemen to perform duties if needed
Reporting to and supervised by: Country Director.
Budget Holding Responsibility: Zero (Can give no verbal or in writing any commitment for financial or contractual obligation behalf QC).
Internal Communication matrix ceiling: All departments as needed based on assigned tasks. 
External Communication: International Operation Office as delegated, other local entities or international entities within the country.

About QC: 

Qatar Charity (QC) is a non-governmental organization based in the state of Qatar. QC works in the fields of sustainable development, poverty reduction, and emergency response through initiating long-term programs. QC has been operating in Yemen for the last twenty years either through different implementing partners or through direct implementation. In 2013, QC came to mark its direct presence in Yemen and established its representation to facilitate more aid into the country as well as work closely with its partners, the community, and other stakeholders.

Purpose and Scope of Work of the position: 

The secretary- Admin assistant officer is responsible for planning and organizing all secretary function of the office of the CD in addition she regulates and follow up the calendar of the CD office, the business flow in/out of CD office ensuring proper documentation and filing and dissemination of needed information, checks the documents for completeness before flow in the CD office for processing, prepare memo and edit documents. Coordinate visits from HQ, keeps the stamp of document registry, follow UNHAS application and later SCHAMSHA portal and communication flow. 
Ensure with security all safety and security measurements for data and information protection are in place and confidentiality protected. Minute all meetings and events in which CD contribute and join the CD in events as deemed necessary.

Main Job Duties:

Responsibility 1: CD- Secretary function (Est. 50% time)
1.    Receive calls to CD office and address as deemed needed and organize appropriate follow up.
2.    Organize CD meetings internally and externally, ensure proper follow up and meeting set up and materials in place.
3.    Regular check of CD office and meeting room and ensure regular tidiness and cleaning with concerned staff, ensure office set up is proper in terms of equipment, furniture, and essential supplies. 
4.    Maintain master schedule of the office and ensure no conflict, organize with concerned department needed logistics and support. 
5.    Serve as first line welcome and duty care of our guests. 
6.    Attend internal and external meeting and ensure proper minute taking is generated, signed off and filed. 
7.    Draft memos and communication and review incoming mail and direct properly and follow up to ensure loop is closed.
8.    Hold and maintain document registry and stamp, maintain hard and electronic copies as per HQ policies.
9.    Follow up and coordinate UNHASS system behalf of the CD.
10.    Takeover the gate of SCHAMSHA and ensure needed system feeding is taking place as agreed with concerned department and CD office. 

Responsibility 2: Support maintaining CD office deliverables deadline up to date (40% time): 
11.    Work with CD and ensure all defined deliverables are entered in the tracker and CD plans and deadlines are defined, coordinate needed inputs from various departments and follow up as delegated by the CD. 
12.    In coordination with CD with communicate internally and externally the defined requirements for the deliverables. 
13.    Watch tracker and report to CD delays and challenges. 
14.    Document and file deliverables completion. 
15.    Serve first line check list verification of all incoming documents and ensure language fitness all support docs attached as per the policy and ensure efficient processing time. 

Responsibility 3: CO visitors from HQ and experts/consultant support and support major CO events (Est 10% time)

16.    Serve as first point recipient of visit request (when become formal and properly approved).
17.    Ensure all needed documents and invitation visits are needed permits and logistics is followed up properly from the concerned departments. 
18.    Ensure in country support is provided properly for visitors and consultants. 
19.    Assist CD to plan major CO level events like organizing Ramadan breakfast for team, or QC sponsored national events.  

Responsibility 4: Maintain confidentiality and compliance of CD office and files. (Qualitative) 

• Hold office keys and stamp safely according to security protocols. 
• Ensure all fitness and maintenance of office is escorted properly.

20. Ensure minutes of meeting for all external visitors to CD office are produced, signed off and kept in organization file. All office filing system in place and maintained. 
Work closely and positively and constructive way to regulate staff flow in the office for business purpose. 
21. Execute HQ instruction as needed from the level of International Program operation manager, head of the sector in case of emergencies for the content and office documents.

Job Requirements: 

Required: Bachelor’s degree in business administration, executive business management, public relation, or other relevant field that match accurate process follow management and customer service by nature.
Required: 0-3 years, fresh graduates with high aptitudes of learning are welcomed.

Competencies: 

• Negotiation skills
• Interpersonal and communication skills.
• Effective coordination and follow up with all stakeholders.
• Sound analytical skills.
• Excellent team player and adaptability and flexibility managing deadlines.

Skills:

• Negotiation skills
• Interpersonal and communication skills.
• Effective coordination and follow up with all stakeholders.
• Sound analytical skills
• Excellent team player and adaptability and flexibility managing deadlines.