Ahmed Alhefni

Executive Secretary at Western Region Municipality

• United Arab Emirates
• My current job since November 2012

Executive secretary

• United Arab Emirates
• January 2001 to

data operator at Armed Forces Al Dhafra Air Base

• to

Executive secretary at P.R.O Al Fatah Consultant Engineering

• to

and Skills:
 Documentation the new projects data using a special Application for file
numbers and able to establish a database by Excel in case of Archive system
lack.
 Present the incoming and outgoing mail to the Director and following-up
referring to the related employee and making sure that the required action is
implemented, where as the assets are filed.
 Filing all correspondence and memos.
 Filing all employees’ data (personal information, internal and external tasks,
sick & compassionate leaves) and keeping casing access for the
information's in case of needed.
 Following-up and coordinating with employees to implement all instructions
given by the director.
 Documenting all the proposed designs and drawings for each project.
 Preparing letters for public departments, contractors and consultants using a
certified form.
 Following-up with the designated departments to get approvals for new
projects (e.g. the municipality, Abu Dhabi Distribution Company…) and
filing a copy for reference.
 Taking phone calls, arranging for meetings and reminders before the
meetings time.
 Arranging bookings for travels and hotels for the Director or the staff for
external trips.
 Reporting the annual leaves for the staff to the Director for approval.
 Receipt of all maintenance applications either by fax or phone and discuss it
before referring it to the assigned engineer for action.
 Preparing agendas for meetings including the points to be discussed and
distributing it to the staff by mail and resending a reminder before the
meeting time.
 Preparing and printing out the minutes of meeting and distributing it for all
the attendant staff and then for the Director for approval.
 Preparing the monthly progress reports and keeping it updated daily to be
ready for presentation at any time.
 Present the monthly reports on PowerPoint & Excel showing the
achievement percentage.
 Following-up the achievement percentage with the related engineers to
update monthly report.
 Preparing general specifications and bill of quantities (Arabic-English).
 Typing the work orders for the contractors, reviewing it and signing it from
the chief engineer, the contractor or the consultant and then by the Director
(after confirming all data's and figures).
 Typing the due payments for the contractors & the consultants, reviewing it
according to the achievement level and signing it from the related engineer,
the contractor or the consultant and then by the General Manager.
 Typing the handing over reports (preliminary-final) for the projects to be
signed by the related engineers, the contractor and then the general manager.
 Preparing a proper archive for work order and payments for easy access
when needed.
 Preparing forms and templates for required applications as instructed.