Job Description

Job Purpose:

The Administrative Officer provides vital support to the Distinctive Collection division, ensuring smooth day-to-day operations through efficient coordination, communication, and record-keeping. The role supports the team in involved in the management, preservation, and promotion of the heritage collection which is in line with QNL’s role as the custodian of Qatar and the region’s documentary heritage.

Key Result Areas:

Administrative Support

• Provide administrative and clerical support to the Distinctive Collections team.
• Manage correspondences, meeting coordination, and minute-taking.
• Assist in preparing and organizing loan documentation, including taking accurate object measurements, completing conservation forms, tracking the progress of conservation treatments, and ensuring all necessary paperwork is properly filed and tracked.
• Maintain and updates data to maintain division’s records, reports, and project documentation.
• Supports and maintains files and records for the department.
• Maintain mailing list for the unit for programs.

Finance and Procurement

• Support procurement of supplies and services, including vendor liaison and tracking deliveries.
• Monitor budget expenditures and assist with financial reporting and reconciliation.
• Prepare and process invoices, reimbursements, and purchase orders.

User Services

• Manage the scheduling of shift work for the reading room.
• Support reading room appointments and respond to general inquiries.
• Coordinate access to special collections materials for researchers and visitors.
• Assist with internal and external tours, visits, and VIP guest coordination.

Project and Program Coordination

• Assist with the logistics for exhibitions, digitization projects, and events.
• Support the hosting of overseas guests (for example, travel, accommodations, etc)
• Track progress of ongoing projects and support reporting for internal milestones.
• Maintain project timelines, maintain contact lists.

Collection management

• Support the retrieval of collection items for patrons or staff (for conservation, exhibition and digitization, loans)
• Coordinate the safe transportation and movement of exhibition items between storage facilities and the gallery. Liaise with shippers and other institutions to confirm shipping and installation schedules.
• Assist in the inventory and audit of the collection by maintaining accurate records of objects, tracking their movement and support collection documentation efforts.

Records and Compliance

• Ensure administrative activities comply with institutional policies, including data protection, security, and health and safety.
• Support documentation related to collections access, copyright, and donor restrictions.

Any other duties assigned.

Minimum Knowledge, Skills & Experience:

• High school.
• 2-5 years of experience handling administrative work.
• Organized and able to project manage multiple projects.
• University degree or equivalent.
• Prior experience in a library or museum setting would be preferred.