بشرى عليم

Monitoring the visa status and documents needed for the transfer of sponsorship.  Posting job advertisements, organizing resumes and job applications from the headcount, manpower report and business needs.  Scheduling job interviews, ensuring background and reference checks are completed for local hired employees.  Prepare and discuss the Job Offer of New Candidates.  Orientation of New Employees (Local and Foreign Hired).  Preparing new employee’s requirements and documents, local and foreign hired.  Obtaining the signature of the Country Manager before sending the joining letter to HR Kuwait and submit the request in Mena System.  Updating the staff distribution list according to newly joined employees and transfers with the approval of our Country Manager.  Annual Leave Planning of all departments and obtaining the approval of the Country Manager.  Communicating with employees for their Ticket for resigned, terminated and entitle for a free ticket for their Annual Leave and obtain approval from the Country Manager.  Requesting of Ticket Allowance Approval to HR Kuwait for Employees.  Booking and Releasing of ticket for vacation of all employees  Requesting for Vacation Allowance in a monthly basis to HR Kuwait and coordinate with Accounting Department.  Preparing the list of employees who will go out of the country and coordinate with Government Relation Officer for the exit permit.  Monitoring the first day of work of all employees from their leave (annual, emergency) and completing the leave return forms.  Sending staff Commission to HR Kuwait every 1st of each month.  Responsible for business travel of all Qatar Employees for obtaining allowances and approvals.  Processing evaluation and appraisal after the approval of the Country Manager.  Discussing and communicating with the employees with regards with their Resignation, Termination and any other concerns.  Completing resignation, termination paperwork and obtaining approval from the Country Manager.  Visiting Philippine embassy with the resigned/terminated Pilipino employees for any concerns/complaints after they receive their EOS from the company.  Follow up with End of Service for resigned/ terminated employees to HR Kuwait.  Obtaining and completing clearance forms for resigned, terminated and employees who will go out of the country (annual and/or emergency leave).  Releasing salary certificate based from the request of the employees through Mena System.  Handling investigation and discussing sanctions based on the company code of conduct and Qatar Labor Law.  Issuing warning letters and taking disciplinary actions based on the company code of conduct.  Handling emergency cases of all employees and verifying the documents such as (death certificate, Medical reports etc.)  Updating and maintaining employee benefits, employment status, and similar records. Maintaining records related to grievances, performance and evaluation reviews, and disciplinary actions Investigation and warning letters.  Performing file audits to ensure that all required employee documentation is collected and maintained.

Provide administrative support to HIA Facilities Management and Projects team, resulting in smooth and effective day-to-day operations including the handling of confidential and sensitive issues, which require a high degree of discretion.  Assisting the Vice President Facilities Management for following up red flagged/critical correspondences, on daily basis with the FM Senior Managers team. Presenting follow up tracker to VP FM on weekly basis of the pending/completed tasks as per marked target dates, to ensure the documents are answered in time.  Maintaining correspondence tracker for Projects team and follow up with concern Engineer to respond within team’s KPI timeline as directed by the Senior Manager Projects.  Representing team through correspondence, telephone, liase with other departments for arranging the logistics of resources.  Establish and maintain filing systems, categorize and maintain invoices, manage and coordinate travel needs and other source data.  Coordinate internal and external communications, archiving important/confidential information.  Respond to complaints and request for information and assistance, interpret and explain procedures and policies pertaining to internal enquiries of staff.  Create agendas and take notes at the meetings, coordinate travel arrangements, records of communication (documents, E-mail) to meet the requirements of the team.  Arranging meetings by scheduling appropriate meeting times, booking rooms, and planning refreshments, farewells for the team members.  Manages correspondence by answering emails and sorting mail and forwarding to the respective project managers, following up with them, getting a response within 3 working days and presenting to the Senior Manager on weekly basis.  Assists in purchase orders, petty cash control, uploading and tagging all AMS related project documents in the QR System (SharePoint) AMS folder as per SOP for the (ISO) audit.  Maintain accurate records for employee holiday schedule.  Managing outgoing posts and records data on special deliveries.  Preparing MOI pass letters for the contractors.  Photocopies, files and maintains appropriate documents for the Project managers as required by the Senior Manager.  Raising ITSR to support staff as required, process oracle move orders e.g. stationeries, toners, pantry items as required by the assigned section.  Approve and generate report for staff overtime on monthly basis using ETAS system.  Representing user management Procurement approval committee to assist with procurement requests form Facilities Management and coordinating with the suppliers, obtaining quotes, negotiating costs and presenting to the UMP committee for final approval.  Drafting a variety of correspondence, memoranda, statistical summaries, reports, announcements, and other materials related to the department.  Ensure accurate reports/spreadsheets are provided to Management before the start of a meeting.  Prepare and modify documents including correspondence, reports, drafts, memos and emails.  Maintain a sound communication with the team members by ensuring timely resolution of the employee grievances and harmonious work environments.

-Coordinated various internal and external communications for the Projects Department and ensured proper filing and documentation.
-Updated man-hour registration for the staff in SAP.
-Prepared/altered purchase requisitions for end users in SAP.
-Provided general assistance and coordination for the project team.
-Coordinated with visitors/clients/certification bodies on the matters related to various projects.
-Made travel arrangements, applied VISA’s, arranged accommodation for clients, managers and higher levels.
-Applied gate passes of RAS LAFFAN INDUSTRIAL AREA and ensured timely service and support.
-Undertook any other secretarial works assigned and provided periodical review and reports to the Projects Director.

Performed accounts payable functions for transportation expenses. Managed vendor accounts, generating weekly on demand cheques. Managed financial departments with responsibility for Budgets, Forecasting, Payroll, Accounts Payable and Receivable. Maintained professional business confidentiality all the time.