Administration Supervisor
NATIONAL BANK OF KUWAIT
Total years of experience :16 years, 9 Months
1.Follow up the standard Department duties such as daily attendance, disabling/ enabling of users IDs, overtime, late comers, etc. and ensure accurate and timely reporting is submitted to the Department’s Manager and Management.
2.Ensuring the holiday planner provided beginning of each year by Departments, has no overlapping in vacations of employees covering each other duties. Processing the planned & other types of staff leave applications and ensure that all related records are updated.
3.Initiate the order of bank’s supplies i.e. printed forms, stationeries, pantry supplies, equipment, etc. ensuring that the policies and procedures is being practice.
4.Prepare purchase orders ensuring best approaches are followed, under the supervision of Department’s Manager, including requesting for quotes, comparison table preparation, placing the order and following up delivery.
5.Manages and handles invoices processing (Request for payments) as per outlined procedure. Updates related files such as PO register and payment summary accordingly.
6.Initiates and updates annually, a price list for common items purchased based on independent quotations from suppliers.
7.Receive supplier’s payments from Finance Department, log cheques in special log and ensure those are delivered to suppliers through followed procedures.
8.Handles monthly statement printing and updates related records such as account statement summary and franking machine control sheet.
9.Assists the activities of Administration team members and is also involved in various office tasks such:
Receives the entire Bank’s incoming mail through various methods. Ensure it is all stamped with receiving stamp. Register the same in the relevant logbooks and maintain the same in organized order. Arrange the mail and dispatch to concerned departments.
Receives and handles the mail of different departments to be dispatched via courier/post.
Receives and transfers all customer calls to the appropriate areas if necessary.
Assists in routine asset, stamp, key register and supplies inventory.
Handles the filing of the department in a proper manner.
10.Assists the Head of HR & Admin in HR related matter such as:
Ensuring that staff documents records are updated (visas, Emirates ID, etc.)
Follow up vendor’s regular maintenance visits and update the records accordingly.
Ensure training certificates and evaluation are filed, training summary updated.
Assists various departments on appropriate documentation/archival of aged files while ensuring an easy-retrieval for future help.
Provide cover to other team members while on leave.
1.Answering the phone promptly and in a skilful and helpful manner, taking messages and ensuring phone calls
2.Handling company’s petty cash and to maintain the petty cash with proper supporting documents
3.Monitoring monthly bills, posting our office expenses, distributing them the petty cash expenses & temporary advance and collecting postal mail weekly.
4.Preparing LPO, receipt voucher, invoices, preparing staff payslip & salary transfer to the bank.
HR related tasks
1.Ensure all files and documents are maintained in order and readily available when required.
2.Manage and update personnel files under guidelines
3.Post advertisement for Job vacancies, screen CVs and schedule applicant for interviews.
4.Arrange for medical insurance, medical claims and necessary coordination and follow up with the insurance company
5.Making company announcements in coordination with management
PRO / Company representative
1.Process and attend all formalities related to visas, lease agreement and license
Customs representative
1.In-charge in export / import for customs clearance at Sharjah airport freezone.
2.Coordinating with the Dubai Cargo Company and Norway consignee for the shipments.
Online shop
1.Responsible in online orders, completing orders, packing, encoding in the system for the shipment and updating the master admin.
2.Look after the inventory of all the items for online sale/ factory stocks, office supplies like stationery and groceries and ensure cleanliness and readiness of the facility.
3.Supervising with the production team and assisting the CEO of the company.
Kiosk
1.Store in-charge as sales executive
2.Manage daily timesheet for sales staff
Prepare daily sales and inventory of stocks
1.Front of house desk duties, greeting visitors and answering switchboard.
2.Checking the status of the loaded things.
3.Involved in the day-to-day activities of the office.
4.Preparing spread sheet for monthly expenditure.
5.Preparing reports and Submit to the CEO.
6.Handling petty cash and receipt voucher.
7.Maintain confidential records and files.
8.Maintain records of decisions and arrange for payment of honorariums.
9.Responsible for the trade license/ visa application, renewal and cancellation.
10.Preparing LPO, receipt voucher, invoices, preparing staff payroll & salary transfer to the bank.
1.Responsible in updating the system for the client and candidates.
2.Ensure that CVs database is always updated.
3.Screening CV’s and short listing candidates provided by advertise, referrals, or through the company’s email address.
4.Created a CV data base & updating the databank on regular basis.
5.Coordinating with the consultant response to their request for candidates.
6.Preparing and sending invoice thru email to the client.
7.Follow up for the due payment and update the database.
8.Providing administrative support for the Recruitment Manager of the Middle East Market.
9.Responsible to add & update the new vacancy jobs to advert thru company website & other websites.
Other duties:
1.Front of house desk duties, greeting visitors and answering switchboard.
2.Checking the status of the loaded things & involved in the day-to-day activities of the office.
3.Preparing spread sheet for monthly expenditure, reports and Submit to the GM.
4.Handling petty cash.