Public Relations Officer

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Purpose

The PRO is responsible for the delivery of work to ensure the right level of quality and timeliness.

Key responsibilities:

Under the supervision and guidance of the Manager, the PRO holds a prominent role in building strong relationships with main governmental bodies while acting as ambassador for the company. Ensure successful implementation of PR functions and work closely with different parties to develop the company public presence. Responsible to maintain the relationship with clients and provide the best quality services always. The PRO is responsible for ensuring the effective and efficient delivery of TMF’s company and trust administration services including:

1. Client liaison and relationship management

• Build and maintain strong relationships with all clients and their key members of staff.
• Communicate, both internally and externally, on all related company and trust matters and build and enhance relationships with both existing and new client base.
• Respond to related client enquiries within agreed upon time frames and quality and compliance standards.
• Be a primary point of contact for clients and various third parties’ entity management.
• Arrange for signature and timely return of documents received from clients.
• Liaise with clients to schedule meetings and resolve diary conflicts as required.

2. Service delivery

2.1. General

• Ensure that new clients have been on-boarded effectively and in line with internal policies; and that all outstanding matters is resolved timeously.
• In conjunction with the Manager, define the entity management service delivery standards and provide the required support to all directors and officers in the execution thereof.
• Execute and/or ensure that all deliverables are delivered timeously and according to agreed quality standards monthly.
• Define, implement, and maintain record keeping processes relating to client information.
• Identify service delivery issues, requirements or areas of underperformance and take the necessary action to resolve; and Provide input on how to improve service levels.

2.2. Company administration

• Visit the Authority to gather information about the detailed administrative steps and guidance and organize complete documentation for company and trust set up.
• Liaise with 3rd party partners for tax registration.
• Organize periodic renewal of company documents (Commercial Registration, Trade License, and Establishment/Computer Card).
• Coordination with the team for drafting of standard minutes of AGM and with the client for signature and submission to the Authority.
• Drafting of various letters as may be required by the Authority.
• Execute annual return filing, annual checklist, employee checklist, UBO declaration and other authority annual compliance requirements.
• To process local amendments per request of clients and in coordination with the Authorities.
• Support clients related requests to customs duties.
• Process all type visas, employment, labour card, business and family and continue in residence permit process on time. Examine and ensure completeness of employee’s documents relating to working in Qatar.
• Prepare all documents/correspondence to various government offices in professional manner. Ensure and coordinate medical, fingerprint, and visa/Qatar ID (QID)/Residence Permit (RP) of employees.
• Follow up and ensure the timely renewal of Official Records: visas/RP/QID, passport, computer/establishment card, Commercial Registration, Trade License, etc.
• Keep records/filing of personnel for visas, labour cards, and other important documents. Filing of company documents both in hard and soft copy.
• Oversee the issues in Immigration such as resident permit applications, RP renewals, transfer of sponsorship, medical examinations schedules, driving licenses, health card, and work permits of employees.
• Liaise with government authorities on labour and immigration rules and provide updates to HR Manager of changes as appropriate – changes in Qatar Legislation and Current Affairs, Qatar Labor Law, and Qatar Immigration Procedures and Policies.
• Prepare fund requests and liaise with clients in respect fo fund requests; coordinate with Team on the availability of funds and acknowledge this to client.
• Support the client and the team for bank errands, utility payments and procurement of office supplies if needed and arranging documents to be dispatched.
• Support the client and the team for document translations and attestations.

2.3. Compliance

• Keep level of company and related legislation and the impact there-of on client entities.

2.4. Billing

• Support the team in providing accurate details of works completed for billing.

2.5. General

• Assist in the management of ad hoc projects.
• Perform any reasonable assignment requested by management.
• Maintain absolute confidentiality of records.
• Updates job knowledge by participating in educational opportunities/training/LMS.

3. Key competencies

• Be organized.
• Deadline-oriented person with the ability to work under pressure.
• Ability to prioritize and manage personal workload.
• Excellent time management and organizational skills
• Strives to meet service delivery standards.
• Able to respond to client needs in a timely and professional manner.
• Excellent communication skills with the ability to build good working relations at all levels, communicate clearly and act with courtesy.
• Be a team player.
• Be trustworthy, considerate, and live the TMF values.
• Understands personal development areas and is driven to 'bridge' gaps

4. Key knowledge and experience

• Bachelor’s Degree holder with legal centric course or additional diploma.
• At least 1-3 yrs. relevant experience gained from a local firm or multinational company in relevant field.
• Self-motivated, well-organized, hardworking, a strong sense of responsibility with positive working attitude.
• Good command of written and spoken Arabic and English.
• Competence in MS Word, PowerPoint, Excel, and Outlook.

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