Shared Services Assistant

Fulltime position reporting to the Head of Shared Services 

The Shared Services Assistant provides key administrative logistics and systems support for the efficient and professional running of HEC Paris in Qatars activities (executive education programs internal/external/online events etc.)

Key Responsibilities

Programdelivery backoffice 

• Manage various backoffice aspects of program administration from start to finish
• Be available for assigned programs to deal promptly with any problems during the delivery (e.g. technical issues logistics )
• Handle and distribute official documents (transcripts diplomas etc.) while maintaining impeccable records
• Organize any programrelated events including venue setup and readiness
• Provide support for travel reservations related to visiting Professors including travel arrangements and expense reimbursements
• Interface with suppliers and handle all stages of procurement for program needs
• Comply with any miscellaneous tasks within Shared Services relating to administration & facilities management
• As needed provide support with compliancerelated tasks.

Business support across the organization

• Provide support to all HECQ departments to handle procurement needs (SAP): launch purchasing requests liaise with PO acknowledge service receipts sends invoice for payment processing and followup with requestor
• As needed assist all HECQ departments with travel reservations and expense reimbursement processing (Notilus)
• As needed assist all HECQ departments with entries and processing in the Student Information System (Sharepad)
• Extend support to all HECQ departments for the good running of Company events as required

Internal audiovisual and digital tools

• Take a proactive approach and stay uptodate with internal audiovisual systems and digital tools;
• Be accountable for the good running of internal audiovisual systems and digital tools: prepare setup perform checks escalate any technical issues if necessary and followup to resolution;
• As needed train new team members on internal systems

Qualifications :

• University degree in a relevant area of expertise or 4 years of related work experience (administrative support customer service...) 
• Proficiency in Microsoft Office (Powerpoint Excel and Word)
• Excellent verbal and written communication skills in English. Arabic and/or French are advantageous
• Strong customer service skills and ability to work collaboratively and courteously with different stakeholders
• Experience of proactively managing thirdparty contractors ensuring they deliver
• Highly organized and detailoriented 
• Ability to manage multiple short and longterm projects
• Ability to work extended hours when required
• Ability to anticipate problems and generate solutions quickly
• Ability to work under pressure in a fastpaced environment
• Enthusiasm for teamwork and collaboration
• Ability to do some lifting of supplies and equipment from time to time

Additional Information :

Disclaimer 

This job description is only a summary of the typical functions of the job not an exhaustive or comprehensive list of all possible job responsibilities tasks and duties. The responsibilities tasks and duties of the jobholder might differ from those outlined in this job description and other duties as assigned may be part of the job.

Employment Eligibility

If selected for a job at HEC Paris in Qatar you will have to provide:

1. An original or a true copy of your Police Clearance Certificate (PCC) of your country of nationality attested by the Qatar Ministry of Foreign Affairs*; and
2. A true copy of your highest Educational Certificate attested by the Qatar Ministry of Foreign Affairs**.

*Candidates born in Qatar are exempt from providing an attested PCC. **Candidates who graduated from a university in Qatar are exempt from getting their Educational Certificate attested.

Getting your personal documents attested is a lengthy process. We encourage you to get your documents attested early in the recruitment process to reduce administrative delays upon hire. 

Remote Work :

No

Employment Type :

Fulltime