Officer
Ministry Of Interior - Qatar
Total years of experience :18 years, 3 Months
As Bilingual Secretary
• Provide Secretarial and Admin Support to the project team and department to ensure the smooth running by providing stationary and keeping the stock up to date.
• Maintain manager diary and travel arrangement.
• Coordinate, arrange, attend and take minutes for the meetings and any other relevant meetings.
• Receive and screen phone calls and redirect concern Department
• Arrange and schedule the meeting.
• Preparing letters to contractor and client as well.
• Translating letters & other document Arabic to English as well as preparing letters to government departments.
• Cooperate with HR department and providing time sheet and updating time sheet weekly.
• Log, archive, and file all hardcopy and softcopy documents, transactions, process, classification, registration, archiving and distribution.
• Set the safety Goals and following online training & complete
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Handle confidential documents ensuring they remain secure
• Coordination & liaison with different departments and Team members &Institutional Heads
• Handle and prioritize all outgoing or incoming correspondence (e-mail, letters, packages etc.)
• Preparing family visa application.
As Document Controller
• Ensure all documentation are controlled in accordance with the company's procedures for document control.
• Plans, organizes, and implements systems for efficient document processing of all communications, the Contractor documents, design documents, construction documents or all other internal or external documents.
• Responsible for all documents and submittals.
• Supports the receipt, tracking, and monitoring of documents using standard document management programs to register documents, maintain databases, and produces logs, transmittals, and other reports as required.
• Receiving Inspection Requests and shorting as per the discipline Code to department wise (Structure, QA & QC, Utilities, Survey and Highway Road works).
• Distribute and close the IR within 24 hours and make sure the KPI score as 100%.
• Prepare necessary Data Reports for various parties in a timely and accurate manner.
• Update the register and as well as in the SharePoint.
• Filing the document and keeping the scan copy of IR in separate folder as per the code to ease access from the project server.
• Preparing monthly Audit Report for Inspection Request.
• Log and file all the submittals and approval of the shop drawings, material, method statements, authorities’ approvals, etc.
• Manage electronic document management system as well as hard copy records as per company procedure.
• Manage day to day activities and respond to the requests of the HR Manager
• Processing Company Visas, RP, Family Visas, and Professional change.
• Preparing Labour Contract and Subcontract agreements.
• Preparing Arabic letters and other documents to the Government Departments (labour, Immigration and Traffic Departments), and other government sectors.
• Translating of all kind of document from Arabic to English and vice versa.
• Preparing documents for Renewal of Company ID (Computer Card), Commercial Registration, (CR), and Municipality certificate. (Baladiyya).
• Guide and support to the PRO team.
• Support the officers and project team in daily admin role.
• Update HR databases (e.g. new hires, separations, vacation and sick leaves)
• Travel arrangements: - Ticket booking, Purchasing, preparing LPO. And giving information accordingly.
• Preparing application for employees’ Health Card for renewal and new Health Card at the Hamad Medical Cooperation.
• File management keeping data and information with hard copy and soft copy.
• Maintain Employee’s file, accurate records and confidentiality
• Support HR Team with special projects and general administrative tasks
• Perform routine secretarial duties (correspondence, phone calls, mails, fillings, etc)
• Preparing Gate Passes to onshore and offshore to QP (Qatar Petroleum) and MIC (Misaieed Industrial City), Qafco.
• Arabic typing works and filling applications for gate passes forms from the government and non-government sectors.
• Preparing document for new vehicle registration and driving licences.
• Assist in payroll preparation by providing relevant data, like absences, bonus and leaves.
• Checking the Final settlement and leave salary.
Secretary Main duties
Preparing letters to client, consultants and contractors in English and Arabic.
Maintaining and filling for all employees.
Maintaining and filling all the company vehicles, ensure of the expiration dates for insurance, registration and forwarding the information to the Finance & Admin Manager, for the necessary procedures of renewal.
Receiving fax messages and distributing accordingly.
Transmitting fax messages.
Performs and maintains the logbook for all the incoming & outgoing faxes and reference numbered correspondence.
Preparation of the time sheet for all the admin employees at the end of each month.
Preparing all the office supplies & stationeries.
Fillings for all the correspondence.
Acts as a receptionist - respond to routine telephone calls and email inquires.
Performs wide-ranging office administration i.e.:
Responsible for creating and maintaining a variety of files, logs and record keeping systems.
Performs varied and responsible secretarial works, date entry and organizational tasks.
Performs research copies and consolidate information for various projects.
* Budgeting for Annual work.
* Arranging Meeting and Conducting.
* Interviewing people and collecting information
* Maintaining keeping records and minutes of the meeting.
* correspondence
* Guiding and advising to other colleagues.