Administrator and Finance Coordinator
The Scholars International School
Total years of experience :5 years, 1 Months
Position: Administrator and Finance Coordinator
(HR and Procurement)
The Scholars' International School, approved by the Ministry of Education, State of Qatar, is a distinctive co-educational Indian School with an international perspective following the CBSE syllabus.
• To assist the principal in the discharging duties, budgeting process, financial control in the expenditure, purchasing materials, supervises the collection of fees and revenue for the school and manages the administrative office.
• Supervises the general administrative officers and supporting staff.
• Coordinates all personal matters of administrative staff and leave and medical matters of all school staff.
• Process and evaluate quotations, puts up recommendations to Principal for approval.
• Procure approved items, teaching materials and supplies for the school.
• Accounts for and conducts annual stock take of school physical items and replace furniture and equipments in the general office and classrooms.
• Prepare agreements and contracts for school premises and transportation.
• Manages all area of school transports and maintenance.
• Monitor all incoming and outgoing correspondence.
• Maintain various administrative filing system used by the school as per the norms of minister of education and central board of education.
• Maintain, analyze up-to date accounting transactions.
• Monitoring customers/ supplier account details for non-payments, delayed payments.
• Ensuring compliance with legal, contractual or statutory procedures on personnel management such as recruiting, welfare benefits and work contract termination.
• Defining job positions for recruitment and managing the interview process carrying out staff induction for new team members.
• Overseeing the smooth running of HR related administrative tasks, such as holiday management, sick leave, replacement jobs and wage payments.
• Providing advice and guidance to managers about HR-related issues.
• WPS execution with immigration and finance to ensure legal compliance.
• Communicating company policies, procedures and processes to the business.
• Monitoring staff performance through development plans and reviews.
• Preparing appraisal letter for employees as per work performance.
• Producing HR statistical reports (headcount, absenteeism, leavers, etc.).
• Maintaining records of staff passports, resident permits, visas, driving license, medical cards, and other documentation copies.
• Supervising administration team for daily attendance, Ticket booking, Hotel booking, Transport coordination, etc.
• Forecasting and arranging manpower requirement in advance.
• Preparing monthly report on ticket, Visa and accommodation related expenditure.
• Recruiting, short-listing, interviewing and training new staff members.
• Writing contracts of employment and sending out offers of employment.
• Dealing with general HR issues such as annual leave, bereavement, maternity, paternity, flexible working requests, timesheets, etc. on daily.
• Scheduling annual leave of employees without affecting flow of work.
• Implementing disciplinary action (Preparing warning & termination letter when necessary).
• Managing payroll systems and advising staff on remuneration packages.
• Implementing employment law and workplace regulations.
• Encouraging diversity and promoting equal opportunities in the workplace.
• Handling all govt. relations works including obtaining and renewing of company
related permits, contracts, licenses.
• Drafting letters and various types of contracts for government and non government related works.
• Processing of company registration, Municipal License, Establishment documents related with Emigration and labour department.
• Processing all documents with Ministry of Commerce & Ministry of Justice (As per the requirement).
• Processing or coordinating medical, Fingerprint, Sponsorship transfer, Labor agreement attestation, Residence permit.
• Processing health card for employees from Hamad Medical Corporation.
• Monitoring all vehicles for license renewal, service etc.
• Representing to police station, Labor court, and any government related offices on behalf of company.
(Doha British School) Doha- Qatar Position: Senior Finance Officer Artan Holding owns and manages a portfolio of companies in diverse industries such as Doha British School, (DBS), Vocational Training and Education, (QSA), Property Sales, Leasing, Management and Facilities Management, (Mirage), Architecture and Design, (HAI).
• Maintenance offinancial information and system, development of financial reports, coordination of financial activities, and a variety of other financial activities in the school.
• Supervise for producing and distributing invoices for all students according to agreed schedule.
• Monitor or deal the payments from parents and enter system accurately.
• Reconcile banking with receipts posted to system daily.
• Follow up overdue payments and update debtors list daily.
• Update all financial spreadsheets as per the requirement of Head of the finance.
• Provide the required documents for educational voucher and follow up to collect as set government policy.
• Monthly reconciliation of accounts receivables and maintain cash control.