VP-HSE Secretary cum Training & Comm. Asst. (Contracted Staff)
TOTAL Abu Al Bukhoosh
مجموع سنوات الخبرة :14 years, 4 أشهر
Secretarial. Duties:
- Greet and assist visitors at all levels of seniority.
- Attend and transcribe minutes of the meetings; booking rooms and conference facilities.
- Organized departmental and ADNOC group meetings.
- Managed and maintain VP-HSE schedules & management calendar.
- Assist the VP-HSE in generating group reports and technical documentation.
- Arranged meetings, hotel booking, and flight schedule as
well as company car request.
- File and retrieve corporate documents, records, and reports.
- Maintain confidential reports and files and ensure availability when needed.
- Read and analyze incoming memos, submissions, and reports in order to determine their significance and plan their distribution.
- Prepare responses to correspondence containing routine inquiries.
- Creates and revises systems and procedures by analyzing operating practices, recordkeeping systems, forms control, office layout, and budgetary and personnel requirements; implementing changes.
- Ensures operation of equipment by completing preventive maintenance requirements; calling for repairs; maintaining equipment inventories; evaluating new equipment and techniques.
- Perform general office duties such as ordering supplies, maintaining records, management systems, and
performing basic bookkeeping.
Training & Communication Asst. Duties:
- Check invoices prior to billing with Finance department.
- Handling petty cash, LPO’s and invoices assisting in payment process.
- Assist in organizing trainings and major HSE events and contractors’ forum.
- Organized in-house training and awareness campaigns.
- Update and prepare training’s compliance matrix per department.
- Archiving and dispatch of training certificates accordingly.
- In charge of notice boards and shoof TV updated presentations.
- Compile data and generate reports for consideration and presentation required by Training and Communication Officer.
- Arranged HSE Induction schedule for newly hire employees.
- Arrange training bookings for onshore and offshore as well as hotel and transportation requirements.
- Focal point for Emergency Rooster preparation and ERCT induction.
VP-DCP - Technical Assistant (Dept. of Contracts & Procurement)
TOTAL Abu Al Bukhoosh, Abu Dhabi
Contract Staff - Feb 2014 to Apr. 2014
- Provide secretarial job to DCP Manager.
- Greet and accept visitors; assisting on what they need prior to meetings.
- Assist vendor’s enquiry and the contract officers CCS’s for final execution of contracts.
- Performs regular check of procurement/ contracts documents in order to ensure that all documents are properly submitted and received back to/from other departments. To maintain a document control master data for all movements of documents.
- Responsible for updating document tracking system, validating and reporting on document review progress. Ensuring that all documentation accurately reflects the status of changes& outstanding issues
- Effectively follows company’s standard operating procedures in submissions of documents.
- Ensures that all documents have no errors in filenames, submissions, etc.
- Prepares Document Transmittals, Delivery and collection of documents from other departments on regular basis.
- Assists in preparing the required details and handles some of the clerical accounting jobs.
- Responsible for setting up, developing and maintaining a central filing system.
- Establish a document controlling system and set the different processes and policies required to successfully implement the system.
- Responsible for the activities of document control including archiving, filing and distribution of documents - Must ensure the complete safety of documents and arrange proper place/filing cabinets to keep documents. All movement to these documents must be recorded properly.
Main Duties:
- Managed release of petty cash and reconcillation reports.
- Handles ordering of office supplies, LPO processing and the likes.
- Provide secretarial job to Admin. General Manager.
- Provide administrative support to Admin. Dept.
- Transcribe minutes of the meeting and arranged company orientation schedules for newly hire employees.
- Arranged meetings, hotel bookings/flight schedule and company car request.
- Control and ensure proper distribution of all incoming & outgoing faxes and file accordingly with the company’s ISO standards.
- Keep track all mails received and ensure proper distribution to each department concern.
- Handling switchboard, coordinate courier transactions and monitor availability of office supplies.
- Proofread and reformatted HSE rules & regulations, safety rules & policy effectively.
- Ensure availability of office supplies and materials, both onshore and offshore.
Apr 2012 - Jan 2013 - Secretary/Administrator
ENGR. AHMED ALMAZROUEI TRDG. EST., Abu Dhabi
RESIGNED
Accomplishments:
- Have completed documentation and registration from various Oil & Gas companies.
- Create and maintain an efficient document control for Quality Assurance purposes of ISO certification (ISO 9001:2008, OHSAS 1800:2007, ISO 14001:2004).
- Maintain a master document register meeting the needs of those requesting specific documents at any given time.
- Integrated Management System (ISO 14001 & OHSAS 18001) as Management Representative.
- Have created a systematic filing procedure, and Inventory control list for effective purchasing decisions.
- Prepare technical and commercial bidding documents and won the bidding process.
Responsibilities:
- Secretary to Director: prepare technical reports and management, presentation, attend and transcribe minutes of the management meetings, diary management, set-up meetings and flight/hotel bookings; oversee exhibition participation, registration from Oil & Gas companies, prepare statistical reports. Placing and expediting orders for supplies. Keep equipment operational by following manufacturer's instructions and established procedures.
- Document Control: registering of internal and external documents, maintenance of controlled documents register, sending of technical report transmittals and submittals, ensure that technical reports are acknowledged in case there is a dispute on whether the reports were transmitted, develop and maintain
database applicable to the ISO standard, assure compliance with industry standards, regulatory, and
safety requirements. Assist in preparing tender submittals both technical and commercial submission as per tender set of requirements. Facilitate online tenders (e.g. downloading & submission of tender queries and responses). Coordinate with the different departments for the various requirements needed for the tender submittals. Prepare, send and follow up of Tender Inquiries to suppliers and subcontractors. Maintains proper receiving, filing and dispatch of company profiles, Pre-Qualifications etc. - Maintains log of Tender Inquiries sent and quotations received.
- General Accounts & Purchasing: handling petty cash, sales & year-end reports, AR/AP reports, LPO’s & payments, inventory control list & material internal inspection reports.
- Others: Monitor inventory level • Procure materials• ISO Quality Coordinator• Maintaining companies IMS management system • Internal auditing of IMS management system • Maintains and ensure strict implementation of HSE policies and procedures.
.
Jan 2009 - Jan 2010 - Office Team Coordinator cum Document Controller
(ERM) ENVIRONMENTAL RESOURCES MGT., Abu Dhabi
Responsibilities:
- Reporting to the Managing Director for the total office administrative and secretarial duties.
- Database controller for tender bidding and other pertinent documents.
- Managed the general finance & HR related jobs in coordination with PRO for visa processing security pass and offshore visit requirements.
- Assist Consultants for documentation and researched work activities.
- Reporting to the Managing Director for the total office administrative and secretarial duties.
- Database controller for tender bidding and other pertinent documents.
- Managed the general finance & HR related jobs in coordination with PRO for visa processing security pass and offshore visit requirements.
- Assist Consultants for documentation and researched work activities.
- Handling switchboard, greet and assist visitors of their appointment.
- Coordinate courier transactions and monitor availability of office supplies.
- Assist in office maintenance requirement.
- Handle petty cash disbursement and liquidation process.
- Arrange hotel, flight bookings and other travel requests.
Temporary Jobs: Aug - Dec 2006 - HR Administrator
HONEYWELL, Sharjah
Responsibilities: - Provide a wide-range of administrative support directly to the HR Manager.
- Assist in payroll; maintain employees profile all over the GCC countries.
- Coordinate with the PRO for visa documentation and processing
Jun - Jul 2006 - Receptionist cum Secretary
AL HAMED GROUP OF COMPANIES, Abu Dhabi
Responsibilities: - Provide secretarial / administrative support across the office.
- Handling switchboard, coordinate courier transactions and monitor office supplies.
- Keep track all mails received and ensure proper distribution of respective copies for each department.
May 2006 - Recruitment Coordinator
CLARENDON PARKER, Abu Dhabi
Responsibilities: - Responsible for job posting of company's on-line website.
- Prepare invoices and follow up clients for payments maturity.
- Act as a database manager; assist clients and candidates concerning appointment and interview schedules. Assist the consultant in reviewing resume and ensure that interactive client and candidate's database is updated at all times. Ensure that any corporate advertisements are in line with company policies and procedures and that any adverts are sent in a timely manner.
Jan - Apr 2006 - Data Entry Operator
ETISALAT, Abu Dhabi
Responsibilities: - Database Administrator.
Jan - Jun 2005 - Sales Planning Analyst
CDO FOODSHPERE, Philippines
Responsibilities: - Prepare Annual Sales Forecast of the company.
- Closely evaluating the product movement by means of monitoring the market trend to assure the level of inventory at any given time.
- Supervise the nationwide sales and provide promotional tools for the slow-moving product lines and actively involved in Sales Planning and Inventory Control particularly in the field of Forecasting Management.
Jan 1999 - Dec 2004 - Sales & Marketing Supervisor
HEXAGON/INTERCAST, Philippines
Responsibilities: - Secretary to COO: taking minutes of Board Meeting and keep highly confidential documents. Arranged hotels & flight bookings, diary management, draft memos and the likes.
- Sales & Marketing: actively participates in the formulation of Sales and Marketing Plans and Budget in coordination with the Sales and Marketing Manager. Sales Staff Supervision, after-sales service, invoicing and quotations. Coordinate product exhibition such as Government Institutions, private Universities and Hospitals. Prepare sales performance & incentives report.
- Accounting & Purchasing: general finance reports such as: bank reconciliation, voucher, book entries, sales report, LPO's and payments. Monitor AR & AP at any given time.
Jul 1995 - Jul 1998 - Quality Controller
TDK, Taiwan R.O.C.
Responsibilities: - Assures high quality products; consistency of formula/frequency of core at all times.
Jan - May 1995 - Admin. Assistant
EDAP (Financing Firm), Philippines
Responsibilities: - Prepare business correspondence, minutes of the meeting and arranged travel & hotel accommodation.
- Monitor bank transactions to ensure availability of cash when needed to finance business firms.
- Assist the Accounting Dept. in providing sales figures on a monthly basis.
Bachelor of Science in Banking & Finance, Polytechnic University of the Philippines, 1995