Office and PSM Manager

Job ID

7798

Closing date

18 March 2025

City/Town

Qatar, Doha

OME

Projects & Engineering

Purpose of Job

To ensure efficient and compliant functioning of Administrative & PSM enablement services in the Sasol Qatar Office

Key Accountabilities

Manage office administration and enablement services and activities • Develop, implement and maintain the relevant administration and office management systems, policies and procedures to ensure compliance and efficient utilization of company resources • Manage service delivery for the office admin related requirements and coordinate interaction with service providers including supervision of onsite staff (e.g. front desk, maintenance, cleaning, couriers), ensuring that it is up to quality standards. • Manage all office equipment, ensuring that they are well maintained and functioning properly • Coordinate office catering (pantry & in-house function) arrangements, ensuring quality and cost efficiency. • Provide frontline IM support to Sasol Qatar office, including IT call logging and coordinating support from regional IM/IT support hubs • To provide efficient secretarial and administration support to the Vice President and Senior Managers in the Qatar office. Manage the PSM function within Sasol Qatar Office • Formalize and facilitate Procurement processes in the office to ensure compliance and effective performance, including all SAP transactions, Contract Approvals (CAF), and vendor administration • Manage interface with PSM functionaries in South Africa to ensure effective service delivery • Negotiate contracts, preferential rates and Service Level Agreements within delegated authority to achieve cost management and compliance objectives • Perform transaction analyses and reports to monitor and improve the efficiency of the PSM process quarterly • Maintain Contract register ensuring that it is always up to date. Administer Office Safety related activities • Establish safety as a team priority. Promote awareness, appropriate training and an environment conducive to the pursuing of zero harm. • Embed the One Sasol SHE Excellence approach (KUE identification, bow-tie development, critical control identification and management, etc.) • Assist Manager Operations and Technology with updating Safety Management Systems • Prepare monthly SHE Reports, ensuring that they are accurate and submitted during the first week of the following month • Conduct safety induction for new Sasol Qatar staff within the first day of joining the office, ensuring that they are well introduced to Sasol safety culture and values as well as the office facilities and emergency exits. • Conduct emergency evacuation exercise twice a year to confirm that staff is aware of the correct process to follow in such cases. • Conduct monthly SHE office inspections, ensuring safe environment and taking preventive/corrective actions if required. • Identify and schedule Safety Health & Environment Training for Sasol Qatar staff o Coordinate quarterly inspections of all the First Aid Boxes, ensuring that: o The First Eid Register is available and all incidence are captured. All items are still valid and available and arrange the purchasing of new items if required. Administer ORYX GTL Technical Service Agreement Work Requests (WR) • Prepare accurate back-to-back work request are within 3 working days • Forward approved WR to concerned people, and save documents on the shared folder • Regularly update WR register • Prepare timesheets if required Manage the administrative process for hotel corporate agreements • Ensure that all contracts are update to date and registered on Sasol data base • Maintain a beneficial relationship with the hotels representatives • Ensure that Rennies is updated with all agreements in place • Act as a focal point for hotel booking for Sasol Qatar staff as well as visitors • Ensure that all hotel services are properly provided to guests and act if there is any complaint

Formal Education

Relevant Bachelor degree, Diploma (2 years) or Certificates.

Working Experience

• 8 years relevant working experience
• Excellent written and verbal communication skills in English and Arabic
• Working knowledge of the SAP Procure-to-Pay (PtP) process
• Proficiency in Microsoft Office Software (Word, Excel & Power point)
• Good network of relevant internal and external stakeholders

Required Personal and Professional Skills