Shared Services Assistant

Founded in 1881, HEC Paris is one of Europe's leading business schools. HEC Paris’s goal is to make a positive impact on business and society via its ‘Think, Teach, Act’ tripartite approach, contributing to a more inclusive, sustainable, and prosperous world. With 160 research professors from across the world generating and imparting unique knowledge to over 4,500 students from 135 countries, the HEC Paris campus is a fully-fledged laboratory devoted to innovation and exchange that is open to the diversity of the world and the challenges it faces.

In 2010, HEC Paris joined Qatar Foundation to bring world-class management education programs and research to Doha and the region. Through its offering of degree, non-degree, and corporate programs, HEC Paris in Qatar contributes to corporate competitiveness in the global economy, fully aligned with Qatar National Vision 2030 and supporting the transformation of Qatar into a sustainable, competitive, and knowledge-based economy. In addition to offering degree programs, the school partners with corporate clients in Qatar and the region to design and deliver customized executive programs addressing current business and organizational challenges. 

HEC Paris in Qatar is an exceptional workplace, located in state-of-the-art premises in downtown Msheireb, at the heart of Doha. Joining HEC Paris in Qatar is a unique opportunity to be part of a close-knit community of talented individuals united around five core values: Curiosity, Excellence, Diversity, Responsibility and Entrepreneurial Spirit.

http://www.qatar.exed.hec.edu/

Full-time 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 Qatar’s activities (executive education programs, internal/external/online events, etc.)

Key Responsibilities

Program-delivery back-office 

• Manage various back-office 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 program-related 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 compliance-related tasks.

Business support across the organization

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

Internal audio-visual and digital tools

• Take a proactive approach and stay up-to-date with internal audio-visual systems and digital tools;
• Be accountable for the good running of internal audio-visual systems and digital tools: prepare set-up, perform checks, escalate any technical issues if necessary and follow-up to resolution;
• As needed, train new team members on internal systems

• 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 third-party contractors, ensuring they deliver
• Highly organized and detail-oriented 
• Ability to manage multiple short and long-term projects
• Ability to work extended hours when required
• Ability to anticipate problems and generate solutions quickly
• Ability to work under pressure in a fast-paced environment
• Enthusiasm for teamwork and collaboration
• Ability to do some lifting of supplies and equipment from time to time

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.