Jobs at Qatar Charity

Job Code: PR 001

Job Brief

• We are looking for a Public Relation & Human Resource Officer to perform a variety of personnel-related administrative tasks. You will support the HR department in duties like posting job ads, updating the HR database, and processing employees’ requests.
• Our Public Relation & Human Resource Officer position requires excellent organizational skills and the ability to handle sensitive information confidentially. If you are passionate about HR policies and procedures and want to help create a nourishing workplace, this position is for you.
• Ultimately, you will gain HR experience in a fast-paced work environment by supporting and improving all HR functions.

Responsibilities
Human Resources (40%):

• Participating in recruitment efforts.
• Posting job ads and organizing resumes and job applications.
• Scheduling job interviews and assisting in the interview process.
• Collecting & Controlling employee’s data & documents.
• Ensuring background and reference checks are completed.
• Preparing new employee files.
• Overseeing the completion of compensation and benefit documentation
• Orienting new employees to the organization (setting up a designated log-in, workstation, email address, etc.)
• Administering new employment assessments.
• Serving as a point person for all new employee questions.
• Working on Work Permit applications.
• Processing payroll, which includes ensuring vacation and sick time are tracked in the system.
• Answering payroll questions.
• Coordinate with the relative department to prepare & submit the monthly payroll.
• Maintaining current HR files and databases.
• Updating and maintaining employee contracts, employment status, and similar records.
• Maintaining records related to grievances, performance reviews, and disciplinary actions.
• Performing file audits to ensure that all required employee documentation is collected and maintained.
• Completing termination paperwork and assisting with existing interviews.
• Manage in conducting internal training courses.
• Register external training programs for employees.
• Control training hours and training records.
• Manage in conducting internal training courses.
• Register external training programs for employees.
• Control training hours and training records.
• Performs other related duties as assigned.

Public Relation (30%):

• Follow-up training plans and keep documents related.
• Contribute to the follow-up and monitor training plan for the staff in accordance with QC requirements and guidelines.
• Organizing the attendance of promotional events such as press conferences, open days, exhibitions, and visits.
• Organizing, arranging, and supervising the opening ceremonies of projects in coordination with Qatari embassies, operations sector, international programs, and relevant departments.
• Communicate and coordinate with various government agencies for the purpose of cooperation and partnership in coordination with other relevant departments.
• Contribute to the preparation and planning of the association's advertising campaigns.
• Receiving delegations and personalities visiting the office.
• Speaking in interviews, press conferences and presentations.
• Dealing with inquiries from the public, the press, and relevant organizations.
• Analysis of media coverage about the association.
• Strengthening the relationship between the employees and the association.
• Filming and documenting events.
• Making documentaries about the office's achievements.

Administration (30%):

• Perform administrative activities of the Head Office under the assignment of HR Team Leader.
• Prepares purchase orders for the human resource unit.
• Implement entry and exit procedures for employees.
• Organize internal integration/ employee engagement events and activities.
• Maintain proper filing of the daily worker's payment documents.
• Ensure filing of all admin documents.
• Manage the storage and security of documents.
• Manage the Admin staff.
• In close relationship with the Admin & HR Officer, follow up on the information and modifications which can influence the work.

Requirements

• Having a Bachelor’s Degree in Business Administration or related fields,
• Having at least three years experience with I/NGOs in operation units, preferably in Admin/HR,
• Be careful, detail-oriented, and well-organized.
• Be able to prioritize and plan work activities as to use time efficiently.
• Extensive knowledge of office management systems and procedures.
• Having the ability to operate office stationery.
• Having excellent written and verbal communication skills.
• Proficient in Microsoft Offices programs, especially Excel & Outlook.
• Having the ability to maintain confidential information.
• Be Interested in developing a career in Human Resource Management Field.
• Having a good command of Arabic &English.
• Be hard-working, willing to learn new things, and having can-do-attitude.
• Be honest, enthusiastic, and self-motivated.
• Be proactive and creative.

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Job Code: AA 001

Job Purpose Summary

• The Assistant Accountant is responsible for assisting the field office accountant, in managing the books and accounting records of the office and preparing data, financial reports, and final accounts in accordance with the accounting standards approved by the organization and the host country, and the initial review of operations documents that have a financial impact or are related to the approved balances in the approved budget.

Main Tasks and Responsibilities

• Assist in preparing the estimated budget
• Issuing bills of exchange and verifying the attachments and documents attached to the bills of exchange.
• Checking the consistency and conformity of the amounts of the documents with the dates and amounts entered in the books
• Achieving the regularity of supporting documents of financial transactions and operations and fulfilling all signatures and procedures in accordance with the laws and regulations governing this.
• Settle petty cash advances granted to administrative units or employees and ensure that they are paid according to the purpose for which they were spent.
• Submitting and reviewing monthly salary requests and PAYE and other deductions, Overtime, allowances, and bonuses.
• Implementing insurance procedures on the assets and property of the Organization against various risks of burn, theft, or accidents, and verifying the adequacy of insurance procedures
• Participate in the monthly bank reconciliations and send the bank account statement indicating the number of exchange requests on the system.
• Preparing the cash balances report for the office periodically and submitting it to the office accountant.
• Preparing financial data, reports, and final accounts.

Other tasks:

• Managing bank statements and preparing reconciliations monthly
• Follow up on accounts payable and receivable
• Participate in asset and property inventory committees.
• Carry out all other accounting works assigned to him by his line manager, and which fall within the scope of his job

Job Requirements and Qualifications
Qualification:

• Bachelor's Degree in Accounting, or Finance

Experience:

• Minimum of two years of experience in an Accounting Job

Skills:

• Sufficient familiarity with accounting treatments for the items of the financial statements
• Sufficient experience in preparing the annual budget and detailed budgets for programs and activities.
• Languages (Arabic, English)
• Interpersonal skills
• Skills in using Microsoft Office applications

Knowledge:

• How to prepare annual and detailed budgets for programs and activities.
• Experience in accounting software (QuickBooks and Microsoft Dynamics ERP)

Capacity:

• Take responsibility and complete tasks efficiently and effectively.
• The ability to provide detailed data for receipts, expenses, and obligations upon request.

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Job Code: LA 001

Responsibilities
Office Operations & Maintenance:

• Processing and management of tenancy agreement
• Management of asset register
• A/C repairs, maintenance, and accessories.
• Repairs and maintenance of office furniture, electronics, and equipment
• Electrical repairs and maintenance
• Office doors and windows maintenance
• Any other task assigned by the supervisor.

Fleet Management:

• Vehicle routine servicing/maintenance
• Assigning of vehicles for trips through requisition form
• Establish and maintain a well-functioning logistics support operation for the office - effective coordination and use of vehicles.
• Vehicle tracking through tracking device
• Review vehicle logbooks to ensure proper record-keeping and documentation
• Plans, directs and coordinates the operation of vehicle maintenance and repairs
• Request for the replenishment of total fuel cards for the vehicles.
• Fleet data collation and reporting
• Identify and support in-service training programs for newly employed pilots and annual refresher courses for ALL Pilots.
• Ensures that all vehicles have all essential accessories such as umbrella, map, fire extinguisher, toolkit, torch, medical kit etc. Each vehicle should have a checklist that is checked regularly.
• Receive and process vehicle accident and damage reports.
• Organizes safety programs for all fleet staff
• Renewal of vehicle papers
• Tracking of fuel purchases through Total dashboard
• Purchase of vehicle accessories/washing kit
• Purchase of vehicles accessories
• Coordinate sending and receiving of commodities/parcels/working tools
• Vehicle records and reporting
• Engagement with vehicle maintenance vendors
• Liaise with the Procurement team to arrange the management of car rental and vehicle haulage organizations to provide necessary transport services between central and regional offices as and when necessary.
• Any other task assigned by the supervisor.

Security:

• Processing of monthly Payment of security guards
• Coordination and supervision of security guards
• Management of fire alarm system
• Management of fire extinguishers
• Facilitate staff training on fire-related and emergency issues in collaboration with HR
• Ensure functionality of office security lights
• Any other task assigned by the supervisor.

Requirements
What are we looking for?

• A Degree in Business / Public Administration or a related field.
• At least 1 year of working experience in administration and logistics
• Fluency in English with excellent writing and speaking skills required.
• Demonstrable experience in office management and staff coordination.
• Excellent writing and speaking in the English language
• Experience with Microsoft Word, Excel, PowerPoint and Outlook.
• Strong team communicator and facilitator between the interests of different departments.
• Problem-solving ability with equipment
• Ability to work under pressure.

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Job Code: RE 001

Basic Function

• The receptionist under the supervision of the Admin coordinator will help to provide receptionist services by monitoring and operating computer work, typing, filing, receiving visitors, answering calls, and opening and directing official mail.

Duties and Responsibilities

• Operate switchboard, directing incoming and outgoing calls as required by the caller, determine the nature of the call and decide on an appropriate routing.
• Screen all incoming visitors and vendors and direct to an appropriate location.
• Ensure all staff and visitors fill in the required office attendance register.
• Provide excellent customer service.
• Responsible for maintaining office security and communicating with the security guards if and as needed.
• Keep detailed and accurate records of visitor requests and of calls received
• Open and close the office daily, observing security and other established office procedures.
• Receive, log and distribute all incoming and outgoing courier packages; office deliveries; and incoming faxes in a timely manner.
• Perform office equipment tasks such as making needed arrangements for services for telephone and e-mail, obtaining quotations for required services, and arranging for repairs of office equipment.
• Maintain orderly appearance and functioning of the reception area.
• Assist in typing, word processing, and general administrative support activities for the administrative team and other groups as assigned.
• Update, maintain and distribute appropriate telephone staff directory(s).
• Update and maintain online conference room schedules and a variety of intranet documents.
• Liaise with Information Technology for appropriate telephone and computer issues (e.g. capability for visitors with office assignments, etc).
• Receive and process newspaper, AEPB, AEDC and other relevant bills for payment.
• Performs any other duties as assigned.

Qualifications and Requirements

• University Degree or recognized equivalent with 1-3 year experience in a similar role.
• Familiarity with international NGOs is a plus
• Experience with large complex organizations preferred
• Females (s) are highly encouraged to apply

Knowledge, skills, and abilities:

• Ability to work independently.
• Knowledge of general office practices and administrative procedures.
• Working knowledge of switchboard/voice mail equipment and mail processes such as postage machine, DHL, etc.
• Maintain a neat personal appearance and polite demeanour as prescribed by professional and local standards.
• Ability to multitask.
• Have the ability to be resourceful and proactive when issues arise.
• Excellent written, oral, interpersonal and organization skills.
• Ability to work well with others and to develop and maintain compatibility among project staff, subcontractors and recipients of assistance.
• Relevant computer skills, including knowledge of Microsoft Office products.

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Job Brief

• The Admin Coordinator in the field offices of Qatar Charity is responsible for managing the administrative, logistical, human resources, procurement affairs, and its employees in accordance with the professional standards and procedures followed in the work of support affairs, in a way that provides the office with all legal facilities, public services, and logistical needs and facilitates personnel tasks to enable them to perform their work easily and smoothly.
• Overcoming any difficulties or problems that hinder the achievement of their functional goals, securing the office’s procurement needs, maintaining work and communication tools secure and working efficiently, and taking all means to protect the office and all its property from damage or loss, and it has the authority to take the necessary measures towards facilitating its tasks to establish the office In the field, he performs the tasks assigned to him in the country in which he is located, according to the highest standards and in a manner that achieves the goals and policies of Qatar Charity.

Duties and Responsibilities

• Participate in preparing office plans and updating them constantly.
• Determining the purchasing methods in the office to ensure compliance with the accreditation powers granted according to the approved procurement policy.
• Managing and supervising procurement operations, and ensuring the integrity of their procedures, starting from the purchase request.
• Preserving and maintaining the office's assets and following up on their proper use to ensure safety.
• Providing logistical facilities for the various operations.
• Supervising the operations and logistics services provided to the office.
• Meet all the office's needs of supplies, purchases, tools, hardware, and software to enable employees to carry out their job duties to the fullest.
• Securing logistical support for the office, projects, and programs to complete them with high efficiency and without disruption or delay.
• Completing employee transactions and solving any problems they encounter.
• Evaluate the performance of employees to motivate them and encourage them to develop and improve their performance.
• Control the attendance, In and out of the employees.
• Solve problems, if any, and establish training programs.
• Update employee data periodically.
• Controlling and coordinating vacations among employees and monitoring attendance and leaving.
• Other tasks assigned to him by the management.

Qualifications

• University Degree in Business Administration or Economics.
• Proficiency in working with ERP programs.
• Proficiency in Microsoft Office programs
• Fluency in Arabic (as a prerequisite for the job, both speaking and reading), English and the local language must be proficient
• Priority is given to those who are fluent in the Arabic language.
• Possess good communication skills.
• Experience in the field of human resources, logistics and procurement not less than 5 years.
• Full knowledge of the procurement and logistics management function.