Government services coordinator
Qatar Airways
مجموع سنوات الخبرة :19 years, 8 أشهر
In this role I provide high, service oriented and administrative support to the government Services team to ensure an efficient service. Assist and support the team administrating the complete HR Government Services activities.
• Provide full support for all requests - exit Permits, Crew Visa, Business Visa.
• Submit Visa Application to various Embassies received from the Staff
• To make sure the Visa Application are submitted on time and the required visa is made available for the staff to avoid any delay in scheduled trip.
• Performed various secretarial and administrative duties to support requirements and maintain the department functions smoothly on a daily bases.
• Handled a wide variety of situations and tasks involving the administrative function of the office. Tactfully handled enquiries and/or refer to appropriate personnel/department.
• Managed, coordinate and maintained calendar of appointments, travel arrangements, records of communication (documents, mails) to meet requirement of the department, to record filter, disseminate and communicate all incoming outing matter.
• Provide business documentation support, including report writing, presentation creation and spreadsheet preparation and distribution of such materials.
• Independently managed multiple tasks and assigned projects whilst respecting the deadlines and simultaneously ensuring the integrity of all information and data.
• Communicate and provide information internally and externally to assist and enable administrative support and effective service to the concerned sections.
• Referred routine matters to appropriate person for action and follow up to ensue completion.
• Track department staff duty travel papers (exit permits, tickets, per diem allowances, hotel and visas. )
• Establishes a confidential filing system for all correspondence generated to and from the digital department, categorize and maintain manuals sensitive correspondence and other source material
• Prepare and distributes correspondence send reply to emails and telephone calls.
• Follow up with other sections department to ensure that requests are carried out and activities are coordinated.
• Perform other related duties, as assigned, for the purpose of ensuring the efficient and effective functioning of the work unit.
• To provide information on the above process in line with current regulation and procedure.
• Remained informed on relevant company policies and procures
• Promote high standard of corporate values through correspondence, telephone and personal contact.
• Attend to correspondence pertaining to these issues and reply to related queries.
HR SEPARATION DEPARTMENT:
• To provide administrative support to HR Separation Department to process the cancellation of Visa & exit permits for the resigned and terminated staff.
• Assisted the HR Separation Department with Strong influencing skills and the ability to coach employees and management through complex difficult and emotional issues by demonstrating my ability to resolve problems or issues by gathering and assessing information and by taking advices and using judgment that was consistent with standards, practices procedures and regulations.
• To assist the Resigned or Terminated staff at the Airport to complete their repatriation.
• Handling petty cash allotted for Embassies, preparing monthly report for the finance department.
Reporting to the Managing Director my responsibilities included:
Specialized administrative work in directing the personnel, finance, budget, and business
Administration activities of the Construction Industries Board
Presents recommendations for salary changes, promotions, terminations, and other personnel related actions.
Interviews, or coordinates interviews, of candidates for employment;
Maintains personnel records and any additional records which reflect the current work assignment,
Responsible for timely filing completed reports
supervision of office staff management
Oversees all aspects of payroll, travel, insurance, procurement, and Accounts Payable, and General accounting, annual budget. This includes the day to day management of funds and daily cash receipting.
Reporting to the General Manager and Managing Partner, my responsibilities included:
Assisting General Manager and coordinating with senior management for all corporate activities and with the Managing Partners office.
Coordinating with AGMs on government requirements.
Coordinating with sales office and follow up on after sales services and support services of the stores.
Management of daily operational activity of the administrative offices, stores and other support services.
Secretarial functions for the General Manager.
Preparing quotations for private and public markets with high level of accuracy within strict deadlines.
Reviewed, analyzed and coordinated with end users for procurement of product or services.
Send RFQ's to suppliers and analyzed quotations and processed purchase orders based on requirements as per requisitions.
Analyze quotations and tenders, considering aspects such as quality, value for money, availability of products, delivery, and service quality.
Negotiated terms with short listed suppliers and arranged meetings with bidders for further clarifications required. Made arrangements for any supplier presentations in coordination with the user department.
Following up of shipments and orders with principal companies.
Manage computer systems and invoicing.
Prepared and monitored office administrative expenses.
Arranged travel requirements for departments as required.
Maintenance of company assets - mobile & non fixed assets and financial accounting for these.
To maintain company staff personnel files.
Prepare weekly, monthly and quarterly business activity statements.
Maintenance of all company staff accommodation.
Supervising the written and oral communication for external and internal activity.
Maintain constant awareness of Company's sales and marketing strategy.
Directly reporting to the Dean of Engineering College, my responsibilities included:
Independent handling of all the secretarial work.
Maintaining the entire technical information database
Making book orders and dealing with all Doctors, Professors, and Engineers of four departments - Mechanical department, Electrical Department, Chemical Department and Civil Department.
Working in Dean’s office and with the students of the above four departments by assisting them in their daily requirements.
As “Assistant Editor” of the “Engineering Journal of The University of Qatar” for 3 years and edited, designed, and published four volumes of the above journal. Communicated with authors of the papers to be printed in the Journal. Authors were from different countries, such as Kuwait, Iraq, Saudi Arabia, Bahrain, Japan and USA as well as local authors within Qatar.