Purpose:

Organise and coordinate the administrative functions within PMO  including, but not limited to, the following: -

• Meetings Management: scheduling and managing attendance.
• Diary Management and support of Manager PMO.
• Office management.
• Clerical responsibilities.

Context:

The Project Management Office is set up to monitor all projects undertaken by Q-tel and to provide support, advice and guidance to all project managers and project owners with in the organisation. The job involves a wide range of contact with personnel at all levels of the business. 

Overview

• Efficient management of all relevant communication within the department with internal and external contacts ensuring that the relevant audience is informed and, where appropriate, timely and professional response is delivered to the originator.
• Manages all communication sensitively and appropriately and with due consideration to confidentiality in terms of the administration of PMO operations and work performance.
• Organise and coordinate the administrative functions in respect of PMO ensuring that resources, materials and systems are easily accessible and available.
• Collates reports from all BU's relating to project activities and enters them into the relevant database.
• Provides secretarial support to the PMO Manager relating to diary management, travel arrangements, meetings management, and any other aspects specifically tied to supporting the Manager PMO in undertaking his duties.
• Supervise, maintain and update of department's retrieval system ensuring that all relevant resources and decision support documents are easily accessible.
• Continuously suggest improvements of administrative functions within the department with particular focus placed on areas departmental outputs that contribute towards PMO creating and enhancing a professional and user focused approach and service.
• Exercises initiative, identifies and deals with problems and issues that arise to ensure smooth running of the department as a whole.
• Supervision, maintenance, and update of department's retrieval system ensuring it operates within agreed parameters and targets.
• Scheduling, notification, and completion of meeting minutes in a timely and professional manner.

Minimum Experience & Essential Knowledge

• 3 years experience in an Administrative position.
• Computer literacy with a good working knowledge of office software, whilst PowerPoint, Visio and Microsoft Project would be a distinct advantage too.
• Excellent communication skills in English and Arabic.

Minimum Entry Qualifications

• University Graduate

Technical & non technical

• Fluency in English and Arabic
• Microsoft Office Suite to high level

Behavioural Competencies

• Communicating effectively
• Planning and organising
• Teamwork
• Customer focus

Key Performance Indicators

• Efficiency of document handling and other administrative tasks
• Accuracy and confidentiality of communication
• Filling of routine reports/ returns
• Quality of documents, correspondences,  presentations.

Reporting line

Manager, PMO

Network

The job involves a wide range of contact with personnel at all levels of the business.