Executive Manager
Total years of experience :8 years, 11 Months
This dynamic position helps to work closely with the manager to conduct all needed duties, on daily basis. Providing assistance, dealing with the whole market, purchasing the needed supplies and equipment due to the need of the NGO. The main duties and responsibilities:
•Organize all files and archiving them according to their date of creation.
•Organize all meetings, appointment, workshops according to their calendar date of conduct, notify the involved people, prepare all needed documents, materials, signing sheets, evaluation documents.
•Organizing office Operations, Logistics’ procedures, as a part of office services.
•Organize the procurement archive files according to their issuing dates.
•Correspondence, conversation and exchanging ideas are very important to communicate with other sides.
•I’m willing to design the Org. Chart and designing file system.
•Welcome visitors; VIP, or Seniors, with all facilitations needed in this task.
•Assist in coordinating meetings and training events, including selection of venue, negotiations with vendor and reimbursement of training participants in accordance with the NGO Policies.
•Assist in arranging hotel accommodation for the guests and Official visitors and other project staff as needed.
•Have daily cooperation with the Administration Depts. “ IT, Finance, Procurement, and logistics” for office issues.
•Work on maintaining stock of office stationery and order when needed.
•Dealing with procurement, logistics, in every details, and initiate supply requisitions as needed.
•Welcome the guests, and give them support and facilitate all arrangements.
•Provide general administrative and logistics support to project staff.
•Liquidate any advanced payment, and submit all purchase receipts according to the NGO policy.
•Collect quotations and bids the market for any new purchase materials to find the prices change and the market status.
•Weekly visit to the market and be aware of any price changes.
•Create xls sheet and enter all information related to the files.
•Give opinions as needed for the work-plan, managing contracts.
•Put plans to to facilitate and prepare the needs of the important items to be available on need.
•Arranging with the suppliers all needed of the company (generator fuel & maintenance, follow-up with the employees, workers all needed equipment and supplied on time before the dead line.
• Conducting regular visits to project activities to monitor progress and evaluate results and impact.
• Providing technical support on monitoring project activities, as well as the development, implementation and progress tracking of the project action work plan.
•Work closely with the Logistics Dept. for issuing any furniture or supplies to enter in the Logistics System.
•Prepare weekly list of needed stationary or other equipment for any activities or meetings conducted by the NGO.
• Providing appropriate administrative follow-up actions to ensure effective application of monitoring and reporting tools
• Contributing to the periodic narrative and financial progress reports to donors on project implementation, including the development of monthly internal projects updates and reports, as well as periodic or ad-hoc analytical narrative reports.
•Organize any meeting, or conference for the NGO Board of Directors, by dealing with the Official Entities, reserving hall, and all duties related to this event. Welcome the guests, and support them with all needed healp.
•Create meeting calendar, their schedules, any other related activities.
•Check all invoices and receipts before transference to the accountant.
•Carries out or supervises discrete operations tasks, including assuring fair and transparent procurement processes, review of financial management, and executing banking and registration actions
•Assures reasonable, fair, expeditious, and appropriate procurement choices were made pursuant to the contractor’s procurement guide
•Participate in conferences and meeting conducted inside the office or outside, with the Governmental entities, take the responsibility of all arrangements, conferences, tea-brake, attendant sheet, banners, all needed requirements according to the supervisor advices and the company policy, take minutes.
•Review the work plan from time to time, updated according to any changes, adding the new workplan.
•Dealing with airlines for reserving tickets the visitors, dealing with the hotels for reserving login to the visitors, and release all reserving after leaving the delegation.
•Dealing with the manager & working on arrangement plans for any activities, preparing equipment.
IRD-Blumont:
Reporting
resumes, short listed the qualified candidates, prepare for the interview, arrange with the incumbent a nominated day for the interview, prepare the documents and inform the interview panel to be ready. Continue hiring procedures of qualified, compete candidate for the position. Arrange & updated with HO with all new steps of the hiring.
•Create the Org Chart, and updated with any new movement, hiring, leaving staff.
•Trained the new hires on their first work day, gave them session on HR Manual, this session depends on the department the new hire will work for, if S/he needs to join the team urgent, we brief the new hires some HR information, and them we gave session on HR duties & responsibilities for the whole staff..
•Headed training in HR and the branches of HR, to the Company EXPATS and Local Staff, so they be aware and have knowledge for their rights and duties & responsibilities, the P.Point Slides reflect the importance of HR to the staff who are working at the company, and the benefits they will get through the HR (benefits in their work and duties). Before the training, I have to prepare the materials, healthy hall which contains all needed equipment (data-Show, or T.V, seats for the trainees, printing the materials, sometimes need to distribute the materials to the trainees, sometimes no need for that, explaining and negotiation during the training will be enough to the trainees to understand and be aware of all HR information. Open a negotiation and exchange ideas with the trainees is important, in case they have some vague ideas and this vital subject. Discussing information after the training is also important to give enough information to the employees.
•To support this activity, sending the materials to the trainees will encourage them and push them forward to read the subject and if they have any obscure information, then we can help them to understand what is HR and explain to them, in diplomatic manners.
•The TOT certificate I have in training, helped me to lead any training, in any subject as well as HR training.
•Cooperate with the Finance Dept, and provide them with staff timesheets, preparing the monthly payroll.
•Work on short term consultants due to the need of our company, and its policy.
•Leading HR Sessions to all staff, explain the company policy, staff benefits, and duties, to work due to the company rules, under the umbrella of the Iraqi Labor Code.
•Prepare and join all interviews, participate in hiring decision for choosing the qualified candidates for the position.
•Arrange with the HR staff to review their system for the expiration of the staff contracts, make amendments, according to the policy.
•Travel to the provinces to follow up the circulation of HR in all offices and follow any need of staff regarding HR issues.
•In coordination with Finance department, explain to the new hires regarding the tax & social security deduction from their basic monthly salaries.
•Also play the role of HR coordinator specially when there is heavy duties and responsibilities, to worked in coordinating & monitoring staff contracts for the new hires, follow up with them all HR information “ their probation period, timesheets, their duties, responsibilities, cod of conducts, code of ethics, conflict of interest, corruption, harassment, in general; staff relations with their colleagues, monitor the new hires conduct of their work during the probation period, and check with their supervisors and colleagues, working, on the annual evaluation, and follow - up the HR sheet which indicate the hiring day of each local national employee.
•Work transparency & honesty with all staff, to spread confidence, respect, dignity, loyalty, and friendly relations between staff.
•Attend weekly, monthly meeting explain all HR duties and achievement during the week or month activities.
•As well as all above duties, I worked in the line of logistics supporting and coordinate with staff to success any presentation conducted by senior staff, or by VIPs during workshops and meetings.
•Working on collecting the monthly timesheets from the employees, scan, send to the finance department, with their leave request’s forms to prepare the payroll..
•Work on the HR employee hand book, review it and plan to prepare sessions for staff.
•Working with the COP on the Staffing Matrix sheet which reflects the update & progressive of the status of the staffing & vacancies
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