Administrative Assistant
National Bank of Kuwait
Total years of experience :9 years, 7 Months
1 - Manager's diary and travel arrangements
2 - Administrative and office support
3 - Maintaining countries mailing list
4 - Working on e-purchasing system
5 - Handling ad hoc request on a timely basis
6 - Assisting customers when needed in order to provide the best service
7 - assisting overseas branches unit in the cards management, countries DHL, tracking system, loan application, etc
8 - preparing monthly performance, providing the sales center with the monthly score cards
9 - preparing marketing campaign brief
10 -preparing campaign performance
11 - calculating monthly incentive - sales team
12 - coordinating with Group Branding and Marketing team
1.Take full responsibility of all documents / Correspondences related to the dean office
2.Follow up on students forms / complaints in a very professional & confidential way
3.Organizing the Final Exam Period for both Engineering & Business Colleges at the University: Final Exam Schedule; Proctoring: control room schedule; Etc…
4.Organizing the monthly meetings for the different departments in the college (Agenda; Invitation; Minutes; Etc…)
5.Supporting student’s Academic needs: Arranging the contact between students & Industrial companies.
6.Following the Senior Students in their final projects: Submission of Progress & Final Reports; Schedule their presentations timetable.
7.Checking & Updating instructors schedule, teaching loads & Moodle/ Banner Accounts;
8.Checking & Updating textbooks list, learning resources, labs requisitions.
9.Assists faculty with logistic support when required
10.Establish and maintain an orderly filing and document retrieval system
1. Assure an appropriate quality of work within the HRM cycle.
2. In charge of administrative issues for international staff and national staff at Mission/Project level.
3. Assure a proper salary management with Homere. (Software used for HR)
4. Keeps personal files up-to-date at all time.
5. Ensures proper follow-up of HR administration related to NS in general and to international staff arrivals/departures and stay.
6. Takes responsibility for all correspondance and filing of administrative documentation.
7. Supports and provides assistance to a qualitative recruitment process.
8. Communicates to and briefs new employees on HR policies and regulations.
9. Applies MSFCH policies and management procedures and tools.
10. Daily Cash Management - Responsible for a number of balzacs considered as “field balzacs” (which can include one base and several sub-bases)
11. Paper accounting (vouchers) & Electronic data-entry (SAGA) - Responsible for timeliness and quality of both : paper accounting and electronic accounting according to MSF standards
12. Ensure all validation & control of receipts, and payments to suppliers, comply very strictly with MSF financial guideline, and the purchasing / validation / payment procedures for the mission
13. Monthly accounting closing
14. Reporting Immediately inform finance officer / manager of any problem or issue arising in the course of the work
15. Monitors leaves, assures data quality of all employees in Homere.
16. Prepares certificates and other HR documents when needed
17. Ensures proper accommodation facilities, maintenance and related services for international and relocated staff.
18. Assists the Coordination team with expat administration (visa procedures, bookings etc.)
19. Assists HR Manager in following-up up disciplinary measures and court cases.
20. Registers applicants to training and follows-up on training policy with HR Manager.
21. Participates in the organization of social events for the staff (Induction day(s), end of year gathering etc.)
22. Prepares all correspondence with local authorities (i.e. tax offices, ministry of labour)
23. Assures documentation supporting qualitative end of contract process respecting legal requirements
1. Undertake visits and maintain relations with Nahr el Bared surrounding municipalities
2. Coordinate with diverse stakeholders/consultants/lead authors/readers under Follow up on correspondences and prepare brief responses when necessary
3. Facilitate and arrange appointments and meetings
4. handle payments and other budgetary requests;
5. Provide logistical support for meetings and workshops
6. Establish and maintain an orderly filing and document retrieval system
7. Take and disseminate notes of Steering Committee meetings, Advisory committee meetings and stakeholder meetings to relevant individuals as requested.
8. Assist in preparation and implementation of project activities/outputs including finalizing budgets, work plans, terms of reference, and providing all logistical and financial support
9. Achieve all daily requested tasks: payments, calls, staff assistance, office communication, procurement.
10. Organize workshops, conferences, retreat, focus group (fishermen, women, agriculture)
11. Provide logistical support for staff members, other UNDP projects, and other UN agencies.
12. Establish and maintain an orderly filing and document retrieval system
13. Participate in the meeting of focus groups, with youth and women as per project manager request.
14. Assist to the data collection and data entry and updating database regarding “Lebanese living inside NBC”.
15. Assist in the data collection and data entry for fishing and women surveys and updating their databases.
16. Attend the “Small and Medium Enterprises” training of Trainers.
17. Attend all sessions on the new Standard Operating Procedures (SOP) implementation.
18. Implement the requisition creation and all related procedures/processes.
19. Assist the Youth Coordinator in the implementation of
some youth activities.
20. Organize special (closing/inauguration ceremony) events for all the projects activities.
21. Provide support and information to the Media.
22. Monitor the leaves records for all team members
23. Participate in the interview panel for the recruitment of staff members
24. Undertake visits and maintain relations with Nahr el Bared surrounding municipalities
25. Coordinate with diverse stakeholders/consultants/lead authors/readers under Follow up on correspondences and prepare brief responses when necessary
26. handle payments and other budgetary requests;
27. Provide logistical support for meetings and workshops
1. Managing all University Of Balamnd (UOB) mail (internal and external mail).
2. Customer Service and handling mails for occasional customers (students and UOB stuff),
3. Handling all customers complaints and requests
4. Office work (Assistant).
5. Auditing and working on UOB invoices
Very good mark on the final project