qatar jobs Chief of Staff - A QFC-licensed Single Family Office
jobs description: jobs in Qatar Chief of Staff - A QFC-licensed Single Family Office
1. About the Organisation
The Organisation is a Single Family Office (SFO) licensed by the Qatar Financial Centre (QFC), managing and preserving the wealth of a principal family across a diversified portfolio of both local and international investments. The SFO operates as a lean, high-trust team where each member carries broad responsibility. The Organisation places a premium on discretion, precision, and institutional-grade governance across all its activities.
2. Role Purpose
The Chief of Staff (CoS) is the operational backbone of the Organisation. Sitting at the intersection of administration, operations, finance & accounting, governance, and family services, the CoS ensures that everything the Managing Director does not directly manage is handled with precision, confidentiality, and proactivity. The role spans the full breadth of back-office and middle-office functions — from bookkeeping and regulatory liaison to family concierge — and is central to the smooth functioning of the office.
This is a demanding, high-autonomy role suited to someone who combines a solid accounting foundation with exceptional organisational skills, sound judgement, and the interpersonal fluency to represent the office professionally with banks, regulators, lawyers, trustees, and family members alike.
3. Key Responsibilities
3.1 Office Administration & Executive Support
▸ Manage the day-to-day running of the office, ensuring a well-organised, efficient working environment.
▸ Maintain and coordinate the calendars of the Managing Director, including scheduling internal and external meetings, calls, and travel.
▸ Organise and prepare materials for all relevant meetings (team meetings, Investment Committee meetings), including agendas, minutes, and action-item tracking.
▸ Manage inbound correspondence and communications on behalf of the office; draft letters, emails, and formal communications as required.
▸ Coordinate domestic and international travel logistics for the principal family and office leadership, including visas, accommodation, and itineraries.
▸ Oversee office supplies, equipment, vendor contracts, and facilities management.
▸ Maintain an up-to-date office procedures manual and ensure all internal processes are documented.
3.2 Accounting & Bookkeeping
▸ Serve as the primary bookkeeper for the SFO, maintaining complete, accurate, and up-to-date financial records across all entities, accounts, and investment vehicles.
▸ Record all income, expenses, transfers, distributions, and capital transactions in the accounting system on a timely basis.
▸ Perform monthly bank reconciliations across all accounts held by the SFO and associated family entities.
▸ Prepare monthly management accounts (P&L, balance sheet, cash flow summary) for review by the Managing Director.
▸ Assist in the preparation of year-end financial statements and liaise with external auditors and tax advisors to facilitate the annual audit process.
▸ Maintain the SFO's chart of accounts and ensure consistent, accurate coding of all transactions.
▸ Monitor liquidity positions across accounts and flag funding needs or cash concentration issues to the Managing Director in a timely manner.
▸ Maintain fixed asset registers and depreciation schedules for all SFO assets.
▸ Support the preparation of management reports and financial summaries for the Investment Committee.
▸ Ensure compliance with applicable QFC accounting standards and maintain records in accordance with QFC and local regulatory requirements.
3.3 Invoice & Payments Management
▸ Manage the full accounts payable cycle: receive, review, code, and obtain approval for all invoices from service providers, advisors, and vendors.
▸ Process payments via the SFO's banking platforms, ensuring accurate and timely settlement of all obligations.
▸ Maintain a payments calendar to ensure no invoice or commitment falls due without prior notice to the Managing Director.
▸ Reconcile supplier statements and resolve any discrepancies with vendors or service providers.
▸ Manage petty cash and staff expense reimbursements in accordance with the SFO's expense policy.
▸ Track all recurring fees (management fees, retainers, advisory fees, custody charges, regulatory fees, etc.) and flag any deviations from agreed terms.
▸ Maintain documentation for all payments, ensuring audit-ready records at all times.
3.4 Document Management & Archiving
▸ Design, implement, and maintain a comprehensive digital and physical filing system covering all legal, financial, regulatory, investment, and family documents.
▸ Ensure all key documents (corporate resolutions, trust deeds, account agreements, investment reports, regulatory correspondence, valuation reports, insurance policies, wills, POAs, etc.) are properly indexed, version-controlled, and securely stored.
▸ Maintain a master document register with expiry and renewal alerts for time-sensitive items (licenses, insurance policies, regulatory filings, AML/KYC reviews, etc.).
▸ Ensure document access controls are in place and that confidentiality is maintained at all times.
▸ Coordinate execution, wet-signing, notarisation, and apostille of documents as required by service providers and regulators.
▸ Support due diligence processes by gathering and organising required documentation for banks, lawyers, trustees, and counterparties.
3.5 Regulatory & Compliance Liaison
▸ Act as the primary point of contact for the Qatar Financial Centre (QFC) Authority and the Qatar Financial Centre Regulatory Authority (QFCRA) on all administrative and compliance matters.
– Track and manage QFC licence renewals, annual filings, and regulatory submissions.
– Coordinate responses to information requests from the QFC and QFCRA, liaising with the Managing Director and external legal counsel as needed.
▸ Liaise with all external professional advisors and service providers, including:
– Legal counsel (corporate, trust, and family law) — coordinating instructions, reviewing engagement letters, tracking matters
– Real estate valuators — coordinating periodic property valuations and maintaining valuation records
– Managed Service Providers (MSPs) / IT / technology vendors
– Trustees and trust administrators
– Banking partners (local and international) — account maintenance, KYC/AML renewal, account opening/closing, signatory updates
– Tax advisors, auditors, and actuaries
– Insurance brokers and providers
▸ Maintain a service provider register including contacts, scope of services, fee arrangements, contract terms, and renewal dates.
▸ Monitor regulatory developments relevant to SFOs in Qatar and flag any changes that may require action by the Managing Director
▸ Coordinate AML/KYC documentation for the SFO and its entities, ensuring records are current and complete.
3.6 Investment Committee & Governance Support
▸ Coordinate all administrative aspects of Investment Committee (IC) meetings: scheduling, logistics, circulation of materials, and preparation of the meeting room.
▸ Draft and maintain IC meeting minutes; track and follow up on action items assigned to the Managing Director, or external advisors.
▸ Maintain the Investment Committee calendar, including regular reporting cycles and ad hoc meeting requests.
▸ Prepare or compile financial and accounting schedules requested by the IC (e.g. cash balances, fee summaries, entity structures, capital account statements).
▸ Maintain the register of IC members, their mandates, and appointment/renewal dates.
▸ Assist in maintaining the SFO's governance framework documentation (investment policy statement, risk registers, delegation of authority matrix) under the direction of the Managing Director.
3.7 Family Concierge Services
▸ Provide high-quality concierge support to the principal family, acting as a trusted point of contact for personal and administrative matters connected to the SFO's responsibilities.
▸ Coordinate and manage personal payments, transfers, and financial matters on behalf of family members as directed.
▸ Assist with property-related administration (leases, maintenance contracts, utility accounts, insurance, service provider coordination).
▸ Coordinate and track the family's insurance portfolio (property, vehicle, life, health, travel, liability) — renewals, claims, and correspondence with brokers.
▸ Support family members with document requests, certifications, and liaison with government offices or embassies where required.
4. Qualifications & Experience
4.1 Education
▸ Bachelor's degree in Accounting, Finance, or a closely related field is required.
▸ A professional accounting qualification (CPA, ACCA, ACA, CMA, or equivalent) is strongly preferred.
4.2 Experience
▸ Minimum 5–8 years of relevant professional experience, ideally in one or more of the following environments:
– Family office (single or multi-family office)
– Private wealth management, trust company, or fiduciary firm
– Professional services (audit, advisory, or legal) serving HNW or UHNW clients
– Family-owned holding company based in Qatar or the GCC
– Private equity, real estate investment, or asset management back-office
▸ Proven, hands-on bookkeeping and accounting experience — capable of maintaining books independently without reliance on a dedicated finance team.
▸ Experience liaising with regulators, lawyers, banks, and external advisors in a professional capacity.
▸ Experience in Qatar or the GCC is strongly preferred; familiarity with the QFC regulatory environment is an advantage.
4.3 Skills & Competencies
▸ Accounting & Financial Acumen: Solid command of double-entry bookkeeping, financial statement preparation, and reconciliation processes.
▸ Attention to Detail: Exceptional accuracy and thoroughness across all tasks — from bookkeeping entries to document management.
▸ Organisational Mastery: Ability to manage multiple competing priorities, deadlines, and stakeholders with calm efficiency.
▸ Discretion & Integrity: Absolute trustworthiness in handling highly confidential financial, legal, and personal information.
▸ Communication: Strong written and verbal communication skills in English; Arabic language skills are an advantage but not required.
▸ Technology Proficiency: Advanced command of Microsoft Office (Word, Excel, Outlook). Experience with accounting software (e.g. QuickBooks, Xero, Sage, or similar). Comfortable with document management systems and banking platforms.
▸ Proactivity & Initiative: A self-starter who anticipates needs, flags issues early, and solves problems without constant direction.
▸ Professionalism: Polished and professional demeanour in all interactions — with family members, senior advisors, regulators, and counterparties.
5. What We Offer
We offer a compelling opportunity for the right candidate to take on a broad, high-impact role within a lean and ambitious single family office. For an individual who values trust, variety, and responsibility, the position offers the chance to build a long-term career in a highly professional and discreet environment. The package is intended to be attractive and competitive, and is expected to include:
▸ A competitive salary commensurate with experience, qualifications, and the breadth of the role.
▸ Strong health insurance coverage.
▸ Reasonable flexibility to work from home where appropriate, subject to business needs, confidentiality requirements, and the demands of the role.
▸ High levels of autonomy, ownership, and responsibility from day one in a lean, high-trust environment.
▸ The opportunity to help build and institutionalise a best-in-class single family office platform, systems, and ways of working.
▸ A professional, low-bureaucracy environment that values discretion, excellence, long-term thinking, and sound judgement.
6. Working Environment & Expectations
The Organisation operates as a deliberately small, lean team. The Chief of Staff must be comfortable working autonomously across a wide range of functions — there is no large back-office to delegate to. The role demands someone who takes full ownership of their responsibilities, maintains impeccable standards without being supervised, and operates with the level of discretion and professionalism expected in a private family office environment.
The CoS will work closely with, and in direct support of, the Managing Director on a daily basis. Occasional interaction with the principal family should be expected. The role may from time to time require flexible working hours to accommodate time-sensitive transactions, regulatory deadlines, or IC meeting schedules.
7. A Note on Scope
The Chief of Staff role at the Organisation is intentionally broad. Given the SFO's commitment to remaining a small, high-performing team, this position will encompass tasks that in a larger organisation would be distributed across a CFO, office manager, compliance officer, legal coordinator, and executive assistant. The ideal candidate will embrace this breadth as an opportunity, not a burden – and will take genuine pride in owning the operational infrastructure that allows the Managing Director to focus entirely on investment management and principal family matters.
Job Details
| Posted Date: | 2026-05-31 |
| Job Location: | Qatar - Doha |
| Job Role: | Management |
Preferred Candidate
| Career Level: | Mid Career |
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