A brief on COENAR and new hire:

COENAR is a consulting, engineering, architecture and project management company established in Istanbul. COENAR is in the process of hiring new personnel for various positions to allocate for the current services provided to a Foreign Investment Company, hereinafter referred to as the "Client" or the "Company". COENAR serves as a consultant and contractor for both the PgMO (Program Management Office) and PMO (Project Management Office) service model to Client's new and current development projects. The new personnel to be hired will have roles in PgMO and hence will work at the Client's Kağıthane Headquarter. They will report to both the Client managers and the COENAR directors. The details of the full time hiring criteria are as follows.

JOB SUMMARY:

• Assisting Executives and Directors for the fulfillment of their responsibilities.

• Responsible for establishing and maintaining effective documentation systems and ensuring the right workflow of documents.

• To be responsible for coordinating with all departments of the company in order to expedite the processes of various functions.

• Secretariat duties and responsibilities.

• Reception duties and responsibilities.

• Partial tasks and responsibilities of Project Development Department.

• Partial tasks and responsibilities of Business Development Department.

ROLES & RESPOSIBILITIES:

• Assist in the preparation of reports, presentations, and other documents,

• Manage incoming emails and phone calls, responding as necessary,

• Participating in external and internal meetings on business development to gain knowledge and experience about the company's workflow

• Preparation of periodic presentations and reports

• Ensure the confidentiality and protection of sensitive information,

• Proactively identifies and resolves executive needs,

• Organize the company's travel planning and arrange hotel accommodation.

• Organizing the Executives’ and Directors’ meetings, travel, and calendar,

• Accepting local and international guests and guiding them,

• Reception duties and responsibilities

• Managing information flows in a timely and accurate manner,

• To ensure that all development documents are well checked and submitted on time prior to the document submission due date.

• To perform regular audit on development documents in order to ensure that all documents are properly submitted to other departments.

• Performing evaluations and document audits

• Effectively follow the company’s standard operating procedures in submissions of documents.

• Ensure documents are batched/coded correctly with header sheets added to each batch.

OTHER DUTIES:

• Perform other duties and responsibilities as needed as well as determine and manage priorities with minimal guidance.

IDEAL CAPABILITIES / SKILLS:

BUSINESS CAPABILITIES:

• 3+ years of direct experience or equivalent.

• Extensive knowledge of Document Control & Archiving

• Advanced proficiency in MS Office programs,

• Willingness to learn new working methods and program and the ability to learn quickly.

• Maintain confidentiality of documentation by ensuring the confidentiality and protection of sensitive information,

• Professional approach, proactiveness, and good organization skills,

INTERPERSONAL SKILLS:

• Good Communication skills

• Work as a team member

• Honesty and integrity

• Operational Excellence

• The ability to work well under pressure

• Planning & Organizing ability

• Strong interpersonal skills

• Bears the responsibility and accountability of confidentiality

EDUCATION:

• A bachelor’s degree is essential, either in business administration or communications or a related field preferred.

• Advanced level of English (written and spoken communication),

DIRECT REPORT TO:

• Country Manager / Client

• Managing Director / COENAR

MAIN INTERFACES:

INTERNAL:

• Development & Project Delivery Team.

• Administration Department.

• Finance Department.

EXTERNAL:

• Contractors

• Consultants