Job 1 Receptionist Job 2 Admin Officer/ Accounts Clerk Job 3 Bilingual Secretary - Guyana Embassy Qatar
The New Guyana Embassy in Qatar will soon open its doors in Doha. We are looking for 3 clerical staff:
Job 1- Receptionist/ Consular Officer
Job 2- Administrative Officer/ Accounts Clerk
Job 3- Bilingual Secretary/ Personal Assistant
Job 1- Receptionist/ Consular Officer
- Always be seated at the Reception Area in professional attire and be fully alert. You should not be using your personal phone or engaged in chit-chat with colleagues.
- Sign for deliveries such as packages and envelopes and log their arrival date and time. Open, date and stamp all general correspondences. Always forward deliveries, emails, and faxes to the relevant member of staff as soon as you receive them.
- Answer the phone in a professional, friendly tone and provide callers with any information that may be helpful to their inquiries. Always log important calls, make proper notes, and return calls as soon as possible. Record the contact details of any caller who has ongoing business with the embassy and add their number to your telephone book/ database.
- Welcome visitors, offer them a seat and a beverage then address whatever concerns they may have. Be knowledgeable of Guyana’s landscape, culture, customs, government officials and investment opportunities so that you can properly host visitors and provide them with an informed experience.
- Prepare videos, posters, brochures, flyers, power point presentations, speeches, newspaper articles, blogs, posts, and other promotional materials to update the Qatari public and government agencies on Guyana’s latest efforts/ events/ successes etc. Update the Embassy’s website regularly and its social media accounts with the same information.
- As a Consular Officer, you are to explain to applicants the documents they need to submit to process a Tourist/Student/Business Visa, a New/ Renewed Passport or an Attestation of their certificates or other legal documents. You will guide them on how to complete the necessary forms and then process their applications. You are required to stay in touch with them via telephone or email regarding their payment transactions, to give them a status update of their processing and to inform them about delivery/ pickup of the completed Visa/ Passport/ Attestation.
- As a team member, you must work well with the other staff. Here are some examples: Work with the Ambassador’s Secretary to coordinate meetings and travel plans for the Ambassador. Work with the Administrative Officer to file Embassy documents and keep track of Embassy assets. Work with the Embassy’s Driver to ensure the timely delivery of documents to the correct locations. Work with the Ambassador’s Chauffeur to confirm meetings and venues that the Ambassador must attend. Work with the Embassy’s cleaner to ensure that the Reception Area and Conference room are always ready for use.
- As a staff member, you are to maintain confidentiality and privacy for the Embassy and its staff matters while performing duties. This includes, but is not limited to, conversations and documents pertaining to the Ambassador’s private life and his work details. You must report directly to the Ambassador when requested and are to be honest and impartial when answering his questions. You are expected to support the Ambassador’s activities/ projects/ events and work with the team to facilitate his vision.
- Like every other staff member, you are expected to work in normal hours and non-traditional times to accommodate special events or functions and to perform any other duties assigned within the framework of the job description as directed by the Head of Mission.
- You are to save copies of all intellectual work you created while employed at the Embassy, using the embassy resources, both on a flash drive or in a shared folder with the Administrative Officer. In addition, create and maintain a Training Manual on main duties performed by this role and proactively make suggestions to improve on Embassy practices/paperwork.
Job 2- Duties of Administrative Officer/ Accounts Clerk
- As an Administrative Officer, you are to manage the Embassy’s Human Resources. When communicating with staff, be mature, professional, and wise, especially in challenging situations.
- Be knowledgeable of Qatari Labor Law and answer questions staff members might have regarding their rights. Educate staff on proper workplace etiquette such as confidentiality, teamwork and achieving common goals regardless of diverse background and provide them with literature on how to guard against gossiping, fraternizing, bullying or sexual harassment in the workplace.
- Keep employee files meticulously organized and updated regarding their job descriptions/ duties, tardiness, warning letters, requested leave, sick leave, absences, and residency renewals. Answer any questions they might have regarding paid or unpaid leave, deductions in their salary, indemnity, or gratuity in the case of resignation or termination.
- Report directly to the Ambassador when requested and be honest and impartial when answering his questions. Support the Ambassador’s activities and projects and work with the team to facilitate his vision. Work with the Embassy’s Receptionist and the Ambassador’s Secretary to schedule, plan and host Embassy events.
- Like every other staff member, you are expected to work in normal hours and non-traditional times to accommodate special events or functions and to perform any other duties assigned within the framework of the job description as directed by the Head of Mission.
- As it relates to the Government of Guyana’s long-term and short-term assets, you are responsible for their purchases, repairs, timely maintenance, and replacements. You must conduct regular inventories of the equipment, machines and furnishings used at the Embassy Building and the Ambassador’s residence. Keep track of all stationery, office supplies, cleaning products and refreshments needed for staff and visitors and notify the Head of mission when refills or new purchases must be made.
- When making substantial purchases, compare companies offering the same item to ensure that the Embassy is receiving the best value for money. Be sure to read reviews of the product, the after service offered by the company, warranties and return policies and advise the Head of Mission accordingly.
- When sourcing a carpenter, electrician, or technician for either the Embassy or the Ambassador’s residence, always do a background check and advise the Head of mission accordingly. Plan with them to conduct repairs and maintenance, inspect their work then issue payments.
- Keep a telephone database with numbers of credible/ reputable individuals or companies that you can call for future sales or services.
- You are to save copies of all intellectual work you created while employed at the Embassy, using the embassy resources, both on a flash drive or in a shared folder with the Head of Mission. In addition, create and maintain a Training Manual on main duties performed by this role and proactively make suggestions to improve on Embassy practices/paperwork.
As an Accounts Clerk, you must maintain Financial Accounting Practices & Internal Controls using the accounting standards given by the Government of Guyana. You will have to
- Record day-to-day expenses with 100% accuracy.
- Monitor the spending of budgets and petty cash handlings.
- Prepare the budget for the Mission expenses for the whole year.
- Prepare the Cash flow for the whole year & then for every Quarter.
- Prepare payments by verifying invoices/documents and requesting disbursements.
- Pay Aramex (Courier co.) and the Internet service provider every month.
- Pay the Insurance of the Embassy’s cars in a timely manner.
- Pay the rent for the Embassy Building and the Ambassador’s residence every month.
- Prepare salaries & online staff salaries transfer.
- Record of all the bank account details of the locally hired staff.
- Keep record of the yearly residencies of the locally hired staff and their payment procedures.
- Calculate the of End of service benefits in case of any resignation or the dismissal of any staff.
- Keep the record of the Embassy’s staff annual increment while preparing salaries & other calculations.
- Complete the monthly financial closing of all accounts.
- Keep track of bank account updates & prepare payment vouchers.
- Keep record of all the bank account details of the Embassy.
- Keep the revenue of the monies to be returned.
- Audit and analyzing financial performance of the Guyana Embassy.
- Advise on how to reduce costs in the absence of required funds.
- Present Financial & Budget reports to the Head of Mission or the Government of Guyana.
Job 3- Duties of Bilingual Confidential Secretary/ Personal Assistant
As the Bilingual Confidential Secretary, you are to provide clerical support to the Head of Mission.
- Always maintain the Ambassador’s confidentiality and never repeat or gossip about things you hear in his office, home of vehicle. Breaching his confidentiality, to any extent, is grounds for immediate dismissal. Report directly to the Ambassador when requested and be honest and impartial when answering his questions.
- Prepare or translate letters, emails, diplomatic notes, speeches, presentations, reports, and any other kind of written correspondences with no grammatical or typo errors.
- Meticulously file softcopies of important documents using Google Docs then print a hard copy and file it in the Ambassador’s office.
- Prepare notes to the Qatar Ministry of Foreign Affairs regarding the items mentioned below then get them signed and addressed to the concerned department:
- Arrival and the Absence of the Ambassador.
- Opening VIP Lounge for the Ambassador.
- Arranging meetings for the Ambassador with any Authority.
- Announcing an Embassy event or closing the Embassy for holiday.
- Participating in any Competition.
- Facilitating Embassy's packages from customs.
- Develop lists of the names of prominent figures, national events of the host country and other countries, and send out invitations, congratulations, and condolence letters in a timely manner.
- When the Embassy is hosting an official visiting delegation, arrange meetings with officials of the host country and prepare all relevant documents and papers required.
- When accompanying the Ambassador to work-related events both local and abroad, provide general administrative and clerical support including mailing, scanning, faxing, and copying of documents. In addition, record notes and minutes and produce reports in a timely manner.
- Plan and track all meetings being held at the Embassy Building or the Ambassador’s home. Call the invitees or their secretaries to confirm their attendance and speak with the drivers of the attendees to ensure that they can find the respective location with ease. Prepare the meeting room with important document, stationery, and refreshments, greet the invitees and announce them to the Ambassador.
- When planning meetings for the Ambassador at a different venue, always liaise with the Ambassador’s Chauffeur to determine the precise location of the venue, the best travel route during peak hours and security clearance before the Ambassador’s entry.
- When scheduling Embassy events, always coordinate with the Administrative Officer and Reception to plan the best experience for the prescribed guest list. Take special care with venue, seating arrangements, decorations, menu, party favors and entertainment and service staff.
- When making travel plans for the Ambassador, double check with the agent that all flights and hotels have been booked. Arrange any visa or entry permit that the Ambassador might need as well as local currency used at his destination. Make note of everything the Ambassador wants to achieve during his trip and create a detailed travel itinerary including important locations and phone numbers he can use.
- Maintain the Ambassador’s schedule/ calendar and confirm his appointments. Update him on upcoming events with timely reminders and provide him with any information he may need to have beforehand so he can always be prepared. Greet him each day with a ‘To Do’ list and update it as tasks are completed.
- There will be times when you will have to coordinate with the Ambassador’s spouse to schedule family events. Always be polite and respectful to the Ambassador’s family members and protect their privacy.
- Like every other staff member, you are expected to work in normal hours and non-traditional times to accommodate special events or functions and to perform any other duties assigned within the framework of the job description as directed by the Head of Mission.
- You are to save copies of all intellectual work you created while employed at the Embassy, using the embassy resources, both on a flash drive or in a shared folder with the Administrative Officer. In addition, create and maintain a Training Manual on main duties performed by this role and proactively make suggestions to improve on Embassy practices/paperwork.
Compensation/ Benefits
- The salary scale is between 1600-1900 USD per month. Your salary will be determined based on your qualifications, experience, skill set and how well suited you are for the job.
- You will receive 5 weeks paid leave every year. This leave must first be scheduled and approved by the Head of Mission.
- The Embassy will pay for your sponsorship to be transferred. With this Civil ID you can access public health Care.
- You will have the opportunity to expand your circle, as you meet and host Presidential delegations from Guyana as well as some of Qatar’s most important Government officials.
- As you liaise with other embassies and members of the diplomatic community, you can expand your portfolio by gaining insight into diplomacy and International Relations.
Job Details
| Posted Date: | 2021-09-27 |
| Job Location: | Doha, Qatar |
| Job Role: | Administration |
| Company Industry: | Marketing; Translation & Document Processing |
| Monthly Salary: | US $2,000 |
Preferred Candidate
| Career Level: | Mid Career |
| Degree: | Bachelor's degree |
