| Job Title :Laboratory Secretary |
Department :Central Laboratory-Qatar |
| Age: 22-50 years |
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- Assignment
Keeps records and executes secretarial works determined by the Head of material testing division.
- Function
To undertake all secretarial and administrative work for the central laboratory or geotechnical division.
- Aims of the Job
To ensure that test reports, correspondence and all written communication with the customers are timely printed and submitted for delivery; To follow up reports review by concerned Divisions and ensure a smooth communication between various Divisions in the Central Laboratory and between the Central Laboratory and other Divisions of the organization; To assist other Divisions with secretarial work as directed/agreed by the Head of material testing division.
- Reporting
To the Head of material testing division
- Duties and Responsibilities
- Screens incoming calls and correspondence and responds independently when possible.
- Receives, distributes and records internal and external correspondence addressed to the organization.
- Maintains daily test reports register, list of tested samples, Testing work orders, test reports drafts and copies.
- Maintains attendance records in the Central Laboratory.
- Handles petty cash transactions in the Central Laboratory. Accordingly, submits routine statements to the accountant on all the petty cash accounts of the Central Laboratory.
- Maintains and monitors stationery in the Central Laboratory as well as the site and branch laboratories.
- Prepares all correspondence, reports, authorization sheets, daily test summary and other complex documents.
- Maintains and updates the list of all tools and equipment in the Central and site laboratories.
- Maintains all catalogues and operating manuals for Central and site laboratories equipment.
- Creates and maintains database and spreadsheet files.
- Acts as custodian of Central Laboratory documents and records.
- Co-operation and Contact
With all staff and employees in the company; with representatives from the company customers and all companies and firms associated with provision of goods or services to the company, as directed / agreed by the Head of material testing division.
- Qualifications:
- Education and Experience:
Associate’s degree (A.A.) or equivalent from two-year college or technical school and one year related experience and / or training; or equivalent combination of education and experience.
- Language Ability: (Arabic / English)
Ability to read and interpret documents such as safety rules, operating and maintenance instruction, and procedure manuals. Ability to write routine reports and correspondence. Ability to speak effectively before groups of customers or employees of organization
- Math Ability:
Ability to add, subtract, multiply, and to divide in all units of measure, using whole numbers, common fractions, and decimals. Ability to compute rate, ratio, and percent and to draw and interpret bar graphs
- Computer Skills:
Word processing, Spreadsheets, E-mail, Inventory, database software.
- Working Conditions and Fatigue
Work Environment :
The noise in the environment is loud.
Physical Demands :
While performing the duties of this job the Laboratory Secretary is regularly required to sit; use hands to finger, handle, or feel; reach with hands and arms; talk or hear and taste or smell. He/She is occasionally required to stand; walk and stoop, kneel, crouch, or crawl. The vision requirements include: close vision, depth perception and ability to adjust focus.
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