Qatar Airways Group: Business Services Coordinator – Nairobi, Kenya

Business Services Coordinator – Nairobi, Kenya

Location: Nairobi, Kenya
Category: Corporate & Commercial
Job Id: 208055
Closing Date: 14-03-2024

We are seeking a dynamic and driven Business Services Coordinator to join our team in Nairobi, Kenya. As a Business Services Coordinator, you will play a pivotal role in supporting our operational teams by managing financial, legal, and procurement matters, thereby ensuring the smooth functioning of our business operations.

Responsibilities:

• Payroll Preparation: Handle payroll preparation for both local and expatriate staff, staying updated on local labor law changes, and managing payroll-related invoices such as Pension, PAYE, and NSSF.
• Invoice Verification: Verify all Cargo & commercial support related invoices against contracts and Purchase orders.
• Financial Management: Disburse petty cash claims, manage staff claims (Entertainment & Duty Travel), and maintain accurate accounting records in the financial Oracle system.
• Procurement Support: Coordinate station procurement activities, including identifying local service providers, obtaining quotes, analyzing costs, and preparing purchase orders and contracts.
• Database Management: Maintain station databases, including lists of contracts, records of payments, and staff and insurance-related records.
• Financial Reporting: Generate and analyze financial reports, ensuring accuracy and compliance with company standards.
• Cost Monitoring: Work with user departments to monitor and manage costs, review cost variances, and reconcile spends versus budget.
• Administrative Support: Provide administrative support to local station operations as required to ensure smooth functioning.
• Banking Liaison: Manage daily tasks with bankers, including handling local deposits.

Qualifications:

• Minimum Diploma with 2-3 years of relevant experience.
• Knowledge of local tax regulations, including filing returns, WHT & VAT claimable filing return, and payment.
• Familiarity with East Africa Tax Regulations.
• Experience in dealing with local legal matters.
• Proficiency in MS Office (Word/PowerPoint/Excel).
• Excellent relationship building and communication skills.
• Knowledge of commercial contracts and finance-related processes.
• Flexibility and ability to work independently.
• Strong problem-solving skills and an efficiency-oriented mindset.

About Qatar Airways Group:

At Qatar Airways Group, we have built an extraordinary story that started with four aircraft and has now grown into a global force across 12 different businesses. Our relentless pursuit of excellence has led us to break records, set trends, and redefine what’s possible in the aviation industry. We are a community of individuals who dare to achieve what’s never been done before, and we invite you to join us on this journey of innovation and growth.

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Expert Tips To Be A Successful Applicant for Business Services Coordinator:

1. Highlight Your Relevant Experience: Showcase your experience in financial management, procurement, and administration to demonstrate your suitability for the role.
2. Emphasize Your Problem-Solving Skills: Provide examples of how you have effectively resolved challenges in previous roles to showcase your problem-solving abilities.
3. Demonstrate Flexibility: Highlight instances where you have successfully adapted to changing circumstances or taken on new responsibilities to showcase your flexibility.
4. Showcase Communication Skills: Provide examples of how you have effectively communicated with internal and external stakeholders to highlight your communication skills.
5. Illustrate Attention to Detail: Highlight instances where your attention to detail has contributed to the accuracy and efficiency of financial processes or administrative tasks.
6. Provide Evidence of Financial Acumen: Share examples of how you have contributed to financial reporting, budget management, or cost analysis to demonstrate your financial acumen.
7. Express Interest in the Company: Research Qatar Airways Group and express your enthusiasm for the opportunity to be part of our dynamic team.
8. Tailor Your Application: Customize your application to highlight how your skills and experience align with the specific requirements of the Business Services Coordinator role.
9. Prepare for Behavioral Questions: Anticipate interview questions related to your past experiences and prepare specific examples to illustrate your capabilities.
10. Follow Up After Applying: After submitting your application, follow up with a polite email expressing your continued interest in the position and reiterating your qualifications.

Sample Cover Letter for a Business Services Coordinator:

[Your Name]
[Your Address]
[City, State, Zip Code]
[Your Email Address]
[Your Phone Number]

[Date]

[Hiring Manager’s Name]
[Company Name]
[Company Address]
[City, State, Zip Code]

Dear [Hiring Manager’s Name],

I am writing to express my interest in the Business Services Coordinator position at Qatar Airways Group, as advertised. With a strong background in financial management, procurement, and administration, I am confident in my ability to contribute effectively to your team in Nairobi, Kenya.

In my previous role at [Previous Company], I successfully managed payroll preparation for both local and expatriate staff, ensuring compliance with local labor laws and timely payment of invoices. Additionally, I have experience in coordinating procurement activities, maintaining accurate financial records, and providing administrative support to streamline operations.

I am impressed by Qatar Airways Group’s commitment to excellence and innovation, and I am eager to contribute to your continued success. Thank you for considering my application. I look forward to the opportunity to discuss how my skills and experience align with the needs of your team.

Sincerely,
[Your Name]

Frequently Asked Questions:

1. What is the primary responsibility of a Business Services Coordinator?
   • A Business Services Coordinator is responsible for supporting operational teams by managing financial, legal, and procurement matters to ensure smooth business operations.
2. What qualifications are required for the Business Services Coordinator role?
   • The ideal candidate should have a minimum Diploma with 2-3 years of relevant experience, knowledge of local tax regulations, familiarity with East Africa Tax Regulations, and proficiency in MS Office.
3. How can I demonstrate my suitability for the role during the application process?
   • You can demonstrate your suitability by highlighting relevant experience, showcasing problem-solving skills, emphasizing flexibility, and providing evidence of strong communication and attention to detail.
4. What opportunities for growth and development are available at Qatar Airways Group?
   • Qatar Airways Group offers a dynamic and inclusive work environment where employees have the opportunity to grow and work on challenging projects. Additionally, we provide ongoing training and development opportunities to support career advancement.
5. What is the company culture like at Qatar Airways Group?
   • At Qatar Airways Group, we foster a culture of collaboration, innovation, and excellence. We encourage diversity and inclusion and strive to create a supportive environment where employees can thrive and succeed.
6. What is the application process for the Business Services Coordinator role?
   • To apply for the Business Services Coordinator role, please submit your resume and cover letter through our online application portal. Shortlisted candidates will be contacted for an interview.
7. What sets Qatar Airways Group apart from other employers?
   • Qatar Airways Group is a global leader in the aviation industry, known for our commitment to excellence, innovation, and customer satisfaction. We offer competitive benefits, opportunities for growth, and a supportive work environment.
8. How does Qatar Airways Group support employee development and training?
   • Qatar Airways Group provides ongoing training and development opportunities to help employees enhance their skills and advance their careers. We offer a variety of training programs, workshops, and mentorship opportunities.
9. What is the company’s approach to diversity and inclusion?
   • Qatar Airways Group is committed to diversity and inclusion and strives to create a workplace where all employees feel valued, respected, and empowered. We promote diversity through our hiring practices, employee resource groups, and inclusive policies.
10. Is Qatar Airways Group an equal opportunity employer?
    • Yes, Qatar Airways Group is an equal opportunity employer committed to attracting and retaining talent from all backgrounds. We do not discriminate on the basis of race, gender, religion, nationality, or any other characteristic protected by law.

Possible Business Services Coordinator Interview Questions With Answers:

1. Can you tell us about your experience in financial management and procurement?
   • In my previous role at [Previous Company], I was responsible for managing payroll preparation, verifying invoices, and coordinating procurement activities. I developed strong financial acumen and gained experience in contract negotiation and vendor management.
2. How do you stay updated on changes in local tax regulations?
   • I regularly attend seminars and workshops on tax law updates and maintain relationships with local tax authorities to ensure compliance with regulations. Additionally, I stay informed through industry publications and online resources.
3. Can you provide an example of a challenging problem you encountered in your previous role and how you resolved it?
   • In a previous role, I encountered an issue with a discrepancy in payroll calculations. I conducted a thorough review of the payroll data, identified the error, and implemented a solution to rectify it, ensuring accurate and timely payment to employees.
4. How do you prioritize tasks and manage multiple deadlines?
   • I prioritize tasks based on urgency and importance, using tools such as to-do lists and calendars to stay organized. I also communicate effectively with team members to ensure alignment on priorities and deadlines.
5. How do you handle conflicts or disagreements with colleagues or stakeholders?
   • I approach conflicts with an open mind and a willingness to listen to different perspectives. I strive to find common ground and work towards a mutually beneficial solution, keeping the best interests of the team and the organization in mind.
6. Can you discuss a time when you successfully implemented process improvements in your previous role?
   • In a previous role, I identified inefficiencies in our procurement process and implemented streamlined procedures to improve efficiency and reduce costs. This resulted in significant time and cost savings for the organization.
7. How do you ensure accuracy and attention to detail in your work?
   • I pay close attention to detail and double-check my work to ensure accuracy. I also use tools such as checklists and templates to minimize errors and maintain high standards of quality in my work.
8. How do you handle high-pressure situations or tight deadlines?
   • I remain calm under pressure and prioritize tasks based on urgency and importance. I break down complex tasks into smaller, manageable steps and focus on one task at a time to meet deadlines effectively.
9. Can you discuss a time when you successfully collaborated with cross-functional teams to achieve a common goal?
   • In a previous role, I worked closely with cross-functional teams to implement a new financial reporting system. I facilitated communication between team members, addressed challenges proactively, and ensured alignment on project goals, resulting in a successful implementation.
10. How do you stay motivated and focused in your work?
    • I stay motivated by setting clear goals for myself and celebrating achievements along the way. I also seek opportunities for learning and growth, whether through professional development opportunities or challenging projects, to stay engaged and focused on continuous improvement.

We wish you the best in your application process and remind you that Qatar Airways Group is committed to attracting and retaining the best employees from all backgrounds in our continued effort to become a better development partner. We are an equal opportunity employer and do not charge any application/recruitment fees, whether refundable or not. Join us on this journey of innovation and growth, where together, everything is possible.

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