Administration Officer
A'Sharqiyah University
Total years of experience :9 years, 1 Months
I was working as the administrator for the Asset Management (Facilities) Department overlooking
all the finance, admin and HR functions of the department.
Roles & Responsibilities:
❖ Responsible for a broad variety of administrative tasks for the Senior Director including
managing active calendars of appointments; responding to emails on Director’s behalf;
arranging travel plans and scheduling meeting and agendas; and compiling documents for
meetings, taking notes and preparing minutes of meeting and follow up on the action points
❖ Accountable for completion of critical aspects of deliverables with a hands-on approach,
including drafting acknowledgement letters, personal correspondence & memos, and other
tasks that facilitate the Director's ability to effectively lead the departmental activities.
❖ Draft reports and presentations from basic brief from the Director, and collects the necessary
information through further research and analysis and prepare the final reports in different
formats (cost reports, budgets, monthly reports, memos, invoices letters, and other
documents) as required by the management
❖ Reviewing and cross-checking financial data of all payments and project invoices and initiating
payment requests and managing petty cash
❖ Act as the point of contact among Directors, employees, internal and other external
stakeholders.
❖ Communicate directly, and on behalf of the Director, with the Deputy Vice Chancellor Office,
other Senior Directors and other internal and external stakeholders and provides a bridge for
smooth communication between the Director and external contacts.
❖ Coordinates and route information and messages between respective managers and staffs and
develop and maintain positive working relationship with internal and external stakeholder.
❖ Work closely and effectively with the Director to keep them well informed of upcoming
commitments and responsibilities, following up appropriately.
❖ Ensure file organization based on office protocol both paperwork and soft files for easy
retrieval (including the signature folders)
❖ Implementing new procedures & administrative systems and improving the existing ones
❖ Organize contracts and evaluate all agreements and invoices, for all suppliers.
❖ Answering phones and routing calls to the correct person and handles all queries both
internally and externally professionally.
❖ Liaising with all the departments to streamline workflow of the department.
❖ Reading and analysing incoming memos, submissions, and distributing them as needed.
❖ Research, prioritise, and follow up on incoming issues and concerns addressed to the Director,
including those of a time sensitive and confidential nature, and determine the appropriate
course of action. And flag important tasks and deadlines for the Director’s attention.
❖ Conducting Cost Analysis for various projects (FM services, Dorm Construction, etc)
❖ Assist in Preparation of Operational Plan and other Departmental plans
❖ Assist in preparation of department budget (Operational & Capex Budget) and monitoring
expenses
❖ Key member in drafting commentaries to the OAAA committee (Quality Audit) for Accreditation
purposes
❖ Administering the Soft-services Team (Attendance cycle, maintenance of HR records for the
team, Leave Management, Exit Management, Performance Appraisals, Contract renewal,
Annual Leave Management, and other HR related tasks)
❖ Follow up with the team and coordinate the flow of information and identify work priorities and
allocation of work accordingly
❖ Occasionally assisting fellow departments to provide support to the team to reach common
goals
I was working on behalf of the client for a RO 25 million (US $ 65 million) construction project (building
of Phase II university) to oversee on cost and administration works of the project. We have separate
Design Consultant, Supervision Engineer, Cost Consultant, ID, IT, Fire & Landscape consultant, Main
Contractor & Sub Contractors, Management, Audit and Legal Dept. And was also responsible for
conducting weekly Supervision Committee meetings (to report and discuss progress and issues faced
by the project).
I was the main point of contact for the project assisting the Project Director and the management in
terms of cost, expense and admin works.
Roles & Responsibilities:
❖ To evaluate and update the project cost forecast by assessing actual cost incurred and physical
progress achieved for all phases of the program.
❖ Review cost commitment and expenditure information for all cost elements for the Main
contract and the other direct contracts awarded by ASU, to ensure the correct information is
passed onto the Finance Department
❖ To evaluate and update the cash flows for the project monthly and report it to the finance
department for any shortfalls.
❖ Assist in developing and follow-up on budget progress together with the Project Director and
provide Finance with accurate financial forecasts.
❖ Analyse variance in cost and schedule and recommend corrective actions and prepares detailed
monthly cost report and commentary with key variances to budget and forecasts explained
thoroughly to the management for approval
❖ Prepare documentation to support scope changes in relation to budget, estimate and forecast
for higher management approval
❖ Responsible to convert complex data into understandable information for effective
communication with internal project stakeholders.
❖ Maintain and control a systematic documentation system ensuring that important and
necessary documentation is captured, stored, retrieved, shared in timely and efficient matter.
And record and archive all documents using the approved classification and indexing
mechanisms (Document Management)
❖ Schedule & attend project periodic meetings and takes on notes, prepare meetings of meeting
and follow up on action
❖ Gather project information and make sure mandatory documents/sign off are documented to
ensure accuracy for project tracking and audit purposes.
❖ Work closely with Internal Audit team to ensure project policies and procedures are complied
(especially for project extension, services processes, etc)
❖ Verifying the monthly interim bill for accuracy (to ensure that the bill of materials reflect the
given items in the contract BoQ) and to ensure that the invoices and associated backup sheets
are clear, correct and approved by Project Director/Manager before the Interim Payments are
forwarded for payment.
❖ Project Management and coordination for various needs throughout the period, including
follow-up with the Engineer, Cost Consultant, Main contractor, and the various sub-consultants.
❖ Organize other sub-contracts and evaluate whether all payments are in line with the terms
agreed in the Contracts
❖ To act as a primary liaison and first point of contact for the Project Office and other stakeholders
❖ Responsible for all aspects of calendar management and organising meetings, preparation of
relevant materials/collateral and managing follow-ups
❖ Taking calls & messages and managing correspondence with all the stakeholders, including
composing, and preparing correspondences on behalf of the Project Director.
Reports to: Project Director, Finance Director & Deputy Vice Chancellor
Key Achievements: Nominated as the best employee in the project team (year
2016/2017)
Roles & Responsibilities:
❖ To evaluate & review the annual reports of the listed companies in the US Exchange and
Preparation of XBRL filings (interactive data)
❖ Responsible for overseeing and creation of XBRL filings (Interactive data) for US Securities
Commission (SEC) registrant while managing high level of quality
❖ Co-ordinate, assign and review the work of the junior analysts engaged in inputting XBRL data
❖ Providing responses to the client query in reference to SEC and EFM, in reference for US-GAAP
taxonomy principles
❖ Had gained direct training from the United States counterpart (EDGAR ONLINE) in relation to
accounting fundamental and SEC filings
❖ In charge of on-going training for the junior analysts within my team and other counterpart in
Chennai India and make sure compliances are met
❖ Establish work priorities and assigning the jobs within the team and ensuring deadlines has
been met while maintaining the quality of the XBRL files
❖ Co-ordinate activities with the other team seniors and the Rockville and Chennai Team
❖ In charge of helping junior analysts to achieve 100% quality with regards to interactive data
❖ Conducting training sessions to production techs with respect to latest changes
❖ Resolve work-related problems and prepare and submit progress and other reports
❖ Work closely with the quality management team and performs all the certification process to
all level of employees
❖ In charge of implementing new change of production process to the team and providing
feedback (Process Change Management) to the management
❖ Providing assurance to the management in maintaining on time error free delivery of XBRL files
with 100% conformance to quality standards expected by US stock exchange
Reports to: Team Lead, Manager and US XBRL Team Lead
Key Achievements:
❖ Promoted as Senior Financial Analyst within 06 Months of Joining
❖ Conducted training and mentoring program on process improvement for the Chennai, India
Counterpart.
❖ Had been awarded as the Best Performer throughout all quarters in the four consecutive
years.
❖ Had gained training in the fundamental of accounting and US SEC filings from our United
States counterpart (EDGAR ONLINE - WASHINGTON DC).
Passed with higher Distinction
Professional Qualification in Management Accountancy
URL removed due to policy violation. Please contact support for further information.