CONTINUING EDUCATION COORDINATOR
THE PETROLEUM INSTITUTE
Total years of experience :22 years, 0 Months
The Petroleum Institute
Continuing Education Coordinator June 2010 - February 2017
• Work closely and efficiently with ADNOC Group (OPCOs) training focal points.
• Continually follow up with the participants, instructors and Client focal points to ensure the efficiency of the logistics.
• Liaison between the Client and the Continuing Education Office
• Maintain the training calendar.
• Ensure technical resources, training materials and supplies are readily available during the entire training.
• Track training progress and follow up with participants keep them on track; ensure completion of the program in a timely productive manner.
• Keep current with the Institute’s new courses, updates, and management tools releases. Promote them in OPCOs.
• Create, transcribe, and distribute meeting agendas and minutes.
• Announce the On boarding courses (OBC), yearly plan and collect nominees from OPCOs for both trainings of OBC technical and non technical.
• Summarizes the participants evaluation report and distribute to OPCOs participated in the training.
• Arrange the yearly plan for site visit in the service company Schlumberger & Baker Hughes )
• Monitor closely the daily attendance of the participants.
• Prepare training certificates.
• Invite Panel to attend the midterm and final presentation of OBCs.
• Prepare catering request refreshments/lunches of the participants in all the training held at PI, under the Containing Education Department.
• Process the required training forms; A1 Form (request to engage in Continuing Education activities) A5 form (request to send invoice to the client) and A6 form request to pay the Instructor for his service and ensure the figure and details are correct and accurate.
• Keep and track the Instructor’s calendar to maintain 36 days allowable requirements to engage in continuing education activities, trainings and seminars per academic year.
Alumni Relations Department:
• Keep and update the Alumni Data base
• Keep the Alumni informed about news, events and new initiatives from the Institute.
• Organize meetings and events for Alumni both Male and Female.
• Communicate with the Alumni using emails and social network account.
Due to the Emiri Decree of merging 3 universities into one unified University named as
Khalifa University of Science & Technology
Continuing Education Coordinator February 2017 - present
• Facilities CE Meetings
• Makes necessary communications with clients and instructors
• Arranges all training related logistics, accommodation & catering needs, conducts course evaluations survey
• Handles all certification related issues
• Coordinates with the training departments of the companies so KU gets tender calls
• Coordinates the announcements for public courses.
• Delivers end of course survey
• Prepare the documentation for security check of Instructor coming from Abroad.
• Prepare the travel arrangements flight, hotel reservation and etc.
• Helps Continuing education Director deliver his job smoothly.
• Communicate updates and work closely with the Business Development Manager & directly reporting to the Director of Continuing Education Office to ensure continuous collaboration and exchange of feedback and guarantee that the project proceeding as planned.
• Maintain and regularly prepare day to day files & necessary documentation and make sure all are ready and completed on time.
• Liaise with the appropriate personnel to ensure action items are completed throughout the stages of the project.
• Participate in the annual tendering of the training course for the client, prepare the commercial proposal and consolidate the technical proposal.
• Prepare the yearly training schedule between client and instructor.
• Process the required training forms; A1 Form (request to engage in Continuing Education activities) A5 form (request to send invoice to the client) and A6 form request to pay the Instructor for his service and ensure the figure and details are correct and accurate.
• Keep and track the Instructor’s calendar to maintain 36 days allowable requirements to engage in continuing education activities, trainings and seminars per academic year.
ALDAR LAING O’ROURKE 2008 - Present
Project Secretary Abu Dhabi UAE
Works as the Project Secretary/PA to the Project Director for the Consultancy Team of ALDAR Laing O’Rourke - Arup Gulf Ltd. Responsibilities:
5+ Design and ALDAR HQ (AL DANA Projects)
• Prepare correspondence, reports, and other materials for publications, presentations, setup all the team’s travel arrangements.
• Responsible for document transmittals.
• Prepare the daily site records.
• Monitor outgoing and incoming documents record according to references and for the proper distributions.
• Maintain the Director’s all the team members’ calendar.
• Arrange the travel bookings and hotel bookings of the Director and the team member.
• Prepare and maintain Director’s and the team’s expense report.
• Setup and coordinate meetings and conferences.
• Create, transcribe, and distribute meeting agendas and minutes.
• Meet and greet clients and visitors and perform general clerical duties to include but not limited to: photocopying, faxing, mailing, and filing.
• Maintain hard copy and electronic filing system.
• Coordinate project-based work and supervise support staff.
• Schedule new arrival for site safety induction and provide assistance, Issuance of PPE, site vehicle pass, car rental etc.
• Upload/download the documents such as reports, drawings, specification and other using ACONEX project management online system.
• Prepares and assist the Accountant in monthly submission of Invoices and Payment application for the CLIENT.
• Maintains and order the office supplies for the team.
• Provide all the administrative and secretarial support for the senior management executives.
• Receive and distribute mails and correspondence accordingly.
CORNICHE TOWERS RESIDENCE 2005 - 2008
Executive Secretary Abu Dhabi UAE
Worked as the executive secretary to the Hotel and Residence Manager, duties include:
• Preparation and drafting of international and local business correspondences, via email, letters and faxes.
• Scheduling of business meetings, presentations and conferences.
• Call up clients, guests, and dealers and suppliers and resolve issues in behalf of the manager.
• Perform booking trend analysis and advise the manager accordingly.
• Plan, organize & establish a comprehensive leave rotation for all personnel.
• Manage all of the manager’s incoming and outgoing files, including sensitive documents and data.
• Prepare the annual and monthly tenancy contract (renewal and new contract).
• Handle payments and collection for the monthly contract (cash, credit cards and cheque).
• Prepare and assist the Accountant in monthly submission of Invoices and Payment application for the CLIENT.
• Maintains and order the office supplies for the team.
• Provide all the administrative and secretarial support for the senior management executives.
Worked as a Accounts Secretary to the Accountant of one the establishment here in Abu Dhabi specialized in Mobile phone retailer and wholesaler.
• Prepared the payroll for the employees.
• Replenished petty cash.
• Prepared the weekly, monthly sales report.
• Summarizes the yearly sales report.
• Analyze different correspondences and file accordingly.
• Assisted in various other duties assigned.