Job Title: Administration Assistant
Location: Doha, Qatar
Type: Contract
Qualifications
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Higher secondary education, with additional training in computer applications.
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Training in records management and automated systems is an advantage.
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Strong written and verbal English communication skills.
Experience
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Minimum 5 years’ experience in project document control, preferably within the Oil & Gas industry.
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Familiarity with document management systems and quality processes.
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Experience supporting logistics, procurement, and vendor coordination is desirable.
Key Responsibilities
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Support document controllers and administrative staff in managing project documentation activities.
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Assist with quality checks on deliverables and ensure proper distribution according to the approved Document Distribution Matrix (DDM).
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Prepare weekly project reports (look-ahead, overdue, outstanding, and exceptions).
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Generate and issue external transmittals, ensuring approvals and signatures are obtained before distribution.
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Maintain hardcopy and electronic filing systems in compliance with quality standards.
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Support project dossier reviews, archiving, and disposal of completed documentation.
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Assist in staff development and training programs.
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Coordinate with vendors and suppliers to expedite purchase orders (POs) and ensure on-time delivery of materials.
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Monitor vendor performance, resolve delivery issues, and prevent non-compliance in logistics processes.
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Liaise with freight forwarders, courier partners, and government authorities for logistics requirements.
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Handle urgent requests, including shutdown-related and critical material needs.
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Prepare and maintain regular progress and KPI reports.
Preferred Skills
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Strong organisational and multitasking abilities.
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Good knowledge of logistics, supply chain coordination, and vendor management.
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Ability to build effective communication channels with stakeholders.