Senior Commercial Coordinator

1. JOB DETAILS

2. JOB DIMENSIONS

3. JOB PURPOSE / OBJECTIVE

Provide high-level administrative and operational support to the Chief Commercial Officer (CCO) and Commercial team by coordinating schedules, meetings, communications, and reporting activities. The role supports Commercial Governance and performance initiatives through the preparation of reports, monitoring of key performance indicators, coordination of value initiatives, and adherence to governance standards and processes. Additionally, the position serves as a focal point for internal stakeholders, ensuring timely resolution of queries, efficient processing of requests, and effective management of business documentation and correspondence.

4.1 KEY ACCOUNTABILITIES

High Level Operational Support

• Organize, maintain CCO files of correspondence, records, forms, applications etc., following up on pending matters. 


• Prepare documents, forms, applications etc. based on requests received from Departments.


• Read and analyse incoming e-mails, faxes, memos, submissions, and reports in order to determine their significance and plan their distribution and action.


• Produce a variety of correspondence, reports and presentations using the appropriate software for word processing, graphics, and spread sheets.


• Screen telephone calls, letters, and/or visitors, answers routine questions, and furnishes information, when possible.


• Route or answers routine correspondence not requiring CCO’s attention.


• Make travel arrangements and process expense claims for CCO, Strategic Procurement Manager and Procurement Operations Manager.


• Organize and publish the Group messages on behalf of the CCO. 


• Receive and respond to incoming inquiries for the CCO and the Group when required.


• Screen and proofread incoming correspondence and communication to determine the urgency/importance.


• Provide full support to Procurement Operations Manager and Strategic Procurement Manager on their day-to-day requirements.


• Support all employees in Strategic Department & Procurement Operations Department, Material Warehouse and Business services for gate passes, Developee trainings, IT support, schedule meetings, document approval, stationary, handle business card requests, follow up on completing their trainings, camera permits for Material Warehouse, coordinate for reallocation of offices, submit furniture requests and name plates.


• Create SES & PRs, upload SOW for Commercial, Strategic Procurement department, Procurement Operations Department Dept PR allocations for Procurement section.


• Respond to queries from external parties both inside and outside Qatar related to Q-Chem products and provide them the contact details for sales/purchasing.


• Handle DHL AWB to courier documents/Materials from Amwal tower.


• Extend support to mobilize Contractors for Procurement Operations department and Strategic Procurement department.


• Coordinate with Woqod monthly for Diesel and Petrol prices.

4.2 KEY ACCOUNTABILITIES

Commercial Governance & Support

• Coordinate with the value initiative owners to update the progress on each initiative for presentation to Commercial Leadership.


• Regularly update value initiative Master record for each of the Category teams.


• Maintain central record of End Use Certificates signed by Q-Chem Commercial. 


• Assist Lead Commercial Governance & Support on Sanctions Screening of suppliers, ERM, CRM, ESG initiatives, digitalization journey in Commercial and tracking progress on Corporate Objectives related to Commercial Group.


• Assist Lead Commercial Governance & Support on Category Performance monitoring and reporting.


• Liaise with RIM Group for periodic reporting of the relevant Strategic Procurement and Procurement Operations Departments’ KBDs.


• Assist Lead Commercial Governance & Support in the relevant coordination and correspondences with shareholders, sister companies, and QatarEnergy Tawteen leadership.


• Assist Lead Commercial Governance & Support and liaise with L&D team for Commercial Group required trainings programs.

Meetings and Calendar

• Organise and schedule meetings, appointments, and bookings.


• Remind attendees of forth-coming meetings and prepare meeting agenda.


• Arrange meeting facilities, take minutes of meeting, assuring secretarial follow through.


• Prepare management weekly meetings, KPI’s scorecards and others as requested.

Record Keeping

• Maintain office files and records in accordance with internal procedures.


• Maintain CCO filling of highly confidential documents for Chief reference. 


• Maintain a record keeping matrix and keep it updated to meet Group’s criteria

Customer Service

• Organize and expedite flow of work through CCO office and initiate follow-up action.


• Receive and screen internal customers and their calls. 


• Answer employees' queries in a timely and professional manner

Policies, Systems, Processes & Procedures

• Contribute to the identification of opportunities for the continuous improvement of systems, processes and practices in order to increase productivity and operational efficiency.


• Implement all relevant Section’s policies, processes, procedures and instructions so that work is carried out in a controlled and consistent manner.

4.3 KEY ACCOUNTABILITIES

Quality, Health, Security, Safety and Environment

• Ensure compliance with regulatory requirements and relevant quality, health, safety, security and environmental procedures and controls across the Section to guarantee employee safety and delivery of high-quality products/services.

Reporting

• Contribute to the preparation of timely and accurate reports to meet departmental requirements, policies and standards.

Qatarization

• Contribute to the development of Qatari employees. This accountability is applicable to expatriate employees only.

5. QUALIFICATIONS & EXPERIENCE

Education
Required (Qualification1 / Discipline): Bachelor's Degree in any discipline
Preferred (Qualification1 / Discipline) : -

Experience
Required (Years2 / Job Level3 / Industry): 3-5 years of experience in executive administration or a related administrative support role.
Preferred (Years2/ Job Level3/ Industry): Experience in Procurement (minimum 2 years) and 3-5 years of experience within the Oil & Gas industry.

Other Job Specific Requirements and/or Vocational Accreditations

• MS Office


• Good communication skills


• Knowledge on SAP or any other ERP system (Esp. Reporting and Analytics)


• Internet applications (e.g. online travel bookings, airplane ticketing and other means of transportation)


• Fax, Copier, and other office machines

Languages
Required (Language  / Level4): English- proficient.
Preferred (Language / Level4): Arabic - working knowledge

6. WORKING RELATIONSHIPS

Internal

• Managers, Heads, Category Specialists, and Buyers in Commercial


• Secretaries and Personal Assistants across the Groups / Departments


• Other departments as needed.

External

• Contractor, Sub-Contractors, Suppliers, Customers, JVs and other service providers

8. DISCLAIMER

The preceding job description is provided for general informational purposes and it is in no way restrictive as to the overall work requirements that may be prescribed by Management. It is intended to be used as a guide only. It has been designed to indicate the general nature and level of work performed by employees within this classification. It is neither designed to contain nor be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job.