Executive Assistant To The Managing Director
The Ned Doha
Total des années d'expérience :13 years, 6 Mois
o Providing and performs various support to the General / Managing Director on his day-to-day tasks such managing meetings/calendar appointments, engagements and welcome cards for VVIP/VIP arrivals.
o Proactively collaborate and act as central point of contact for incoming queries and meeting requests from Executive Committee Members, Heads of Divisions/Departments, and external stakeholders.
o Consolidating, preparing, and sending out weekly reports to the stakeholders.
o Consolidating and preparing weekly duty roster and annual leave of Executive Committee Members, Heads of Divisions/Departments - Level A and B.
o Overseeing and managing the attendance or daily roster of Executive Committee Members in OASYS.
o Taking minutes of meetings during Executive Committee meetings and Management’s daily morning meetings and following up appropriate person for action to ensure completion.
Preparing internal memorandum and VVIP/VIP guest profile memos, disseminating and communicating it to Executive Committee Members, Heads of Divisions/Departments, stakeholders and other team members involved.
o Managing business trip ticket arrangements, arrivals/departures and airport/drop-off pick up.
o Coordinating and tracking room reservations or upgrades for Executive Office booking requests.
o Establishing a confidential filing system for all correspondence, minutes of meetings, records of communications.
o Maintaining office supplies and raising purchase requests for Executive Office.
o Collating and filing expenses for reimbursements.
o Liaising with Concierge Team for driver arrangements whenever required.
o Having a daily sit-down meeting and review of daily tasks, calendar, minutes of meetings with the Managing Director.
o Obtaining signatories / approvals from the Managing Director and circulating the signed copies to designated divisions/departments.
o Handle confidential information with utmost discretion and main data integrity.
o Performing other duties and personal errands as required.
Provides support to the General Manager on his day-to-day tasks such as preparation of welcome cards, meetings organization - calendar invites / updates, emails and all signatories or online transactions that require approvals.
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Coordinate with Heads of Division/Departments and Team members for meetings, signed documents, approved leave and online payments, duty roster, department annual leave forecast, etc.
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Prepare weekly and monthly reports, meeting presentations, comparison data and other information required.
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Assists with necessary errands and arrangements.
o Responsible of employee/s mobilization and onboarding formalities including accommodation arrangements and ticket booking.
o Coordinate with the candidate and Government Relations Team for local transfer request, signing and visa requests.
o Assists the hiring and business needs of open positions in line with the requirements and budget manning.
o Facilitate interview arrangements, skills test, preparation of offer letter and internal contract.
o Monitors recruitment process and update Head of Department.
o Prepare user access form, requested business letters of employees i.e bank, embassy, salary certificate etc.
o Acts as Executive Assistant to the General Manager during EA's absence.
o Attending HR Reception for queries, usher and liaise to concerned person, handing over business letters, NOC and coordinate employees’ requested business letters.
o Provides overall general administration support to HR Department and liaise with the team (Group HR Director’s Office, Workforce Planning Team, Employee Relations and Government Affairs) and inter-departments.
o Responsible in generating purchase requisitions for general, IT related and Insurance renewals through SAP-Material Management.
o Facilitating and coordinating with Procurement for LPO process, approvals and delivery date of materials / goods.
o Coordinate with Finance and Accounts for PR approvals, advance payment request/s, payment availability/collection and invoice submissions.
o Coordinate with the supplier/vendor for the delivery of materials / goods.
o Posts SRV or GRN through SAP-Material Management once delivery is done and notify concerned personnel for delivery and posting status.
o Coordinate with Insurance Team for General Takaful insurance renewals, invoices and medical insurance cards.
o Assists team for IT related matters, create IT Ticket (if necessary) for HR Team and provides constant follow-up to IT Agent until ticket is closed.
o Liaise with Group CEO’s Office for significant queries and approvals required.
o Provides full support to Senior HR Operations Managers (Government Affairs, Employee Relations and Talent Acquisition) for meetings, special submissions/assignments, personal errands.
o Assists Group HR Director for his requests and or during the absence of GHRD’s Personal Assistant.
o Assists Document Controller for audit support submissions and other special assignments delegated.
o Overseeing UCCH HR MS teams for important notifications/announcements that require immediate dissemination within the team.
o Supervises cleaners, tea boys and pantry supplies.
o Managing parking reservation requests for upcoming guests.
o Collating and filing expenses for reimbursements.
o Facilitating office organization including birthdays and other events coordination.
o Updates contact details of HR Team for building contact update and internal reference.
o Acts as Personal Assistant and or first point of contact to the Consultant/Managing Director of PPP Unit.
o Overseeing reminders of important tasks, calendars, meetings, deadlines and personal commitments.
o Managing personal errands/duties (due payments, reservations and or appointments, purchases, travel arrangements, etc.)
o Developer and custodian of UCC PPP Platform for the layout edits, inputs and update of data.
o Liaise with the team, inter-departments and external parties.
o Managing administrative functions and record keeping systems.
o Overseeing purchase requisition requests, IT concerns requests, research.
o Collating and filing expenses for reimbursements and personal disbursements.
o Providing various administrations support and coordination to the Group HSE Director, HSEMS Manager, Sr. HSE Engineers and HSE Coordinator.
o Managing all consolidated data inputs and verification of HSE Dashboard, HSE Performance Monthly Report and KPI Performances of all projects (36 nos.) and its subsidiaries (16 nos.).
o Plotting and maintaining schedule of Internal HSE Audit and GSP Audits.
o Maintaining and submitting COVID-19 daily report updates for the Management and Ministry of Public Health (MoPH).
o Responsible in dispatching internal memorandum for general and projects’ correspondences.
o Maintaining a document filing system and update all information/records in place according to its category.
o Overseeing the coordination of entry/gate pass for site visits of HSE team.
o Creating purchase requisition requests for general and IT related materials.
o Facilitating initial assessments of prospective candidates for exam and interview.
o Performing other related duties as assigned.
Project Involvement : Lusail Light Railway Transit (LRT) System
Client : Qatar Rail
Specific Duties and Responsibilities:
o Providing various administrations support to the Manager of Temporary Operations, Line Managers and T.O. Personnel.
o Responsible in dispatching reports, minutes of meetings, memos, timesheets and TO Induction record updates.
o Maintaining a document filing system and update to have all information/records in place according to its category i.e. TOI
forms, TO Plans & Procedures, reports, training records, certifications etc. for records, audit and handover purposes.
o Participating audit meetings and assisting the team in closing out audit observations for improvements.
o Facilitating meeting invitations, meeting room reservations/updates, general purchase requisitions, expense claims, petrol claims,
IT requests, HR concerns.
o Ensuring the incorporation and timely submission of Weekly Operation Notice (WON) report.
o Generating T.O. Cards to employees who have completed T.O. Induction trainings.
o Responsible in reviewing and submitting timesheets including leave applications.
o Monitoring team’s mobilization/demobilization, Saturday off and leave.
o Administering and submitting monthly petrol consumption detailed report of TO Drivers.
o Assigning drivers as per TO schedule activities.
o Performing other related duties as assigned.
Specific Duties and Responsibilities:
o Providing administrative management support; functional and interfacing with HSE Team, Projects Control, HR, Finance & Admin, Accounts, Client, QHSE Corporate Office and Labour Supplies Representatives.
o Implementing and supervising HSE administration on various tasks that requires priorities, updates and completion.
o Liaise with the concerned parties on the mobilization and demobilization of HSE Officers.
o Maintaining roster of HSE Team’s attendance such as sick leave, absenteeism, compensation leave, annual / local leave, leave extension (if any).
o Fully in charge of HSE Team’s local / annual / travel request applications and reviewing total no. of leave balance/s and days to be taken prior to approval of Sr. HSE Engineer and HSE Manager.
o Ensuring HSE Team’s compliance of clearance forms for exit permit and demobilization purposes, rejoining forms submission prior to resume of work.
o Reviewing and rectifying (if required) HSE team’s timesheet prior to approval and submission.
o Evaluating and reporting HSE personnel compliances and performances to its day to day production and future appraisal.
o Coordinating with external representatives prior to organizing team building events, hotel and venue bookings, and flight schedule preferences and other personal events or queries for the team.
o Handling and reviewing HSE petty cash for expense claims of security supervisors, drivers’ petrol allowances, safety awards budget and other HSE expenses to meet budget requirements.
o Preparing all necessary documents for HSE Manager’s signatory i.e Friday work permits, sick leave/local leave/annual leave applications, timesheets, purchase requests, expense claims, letters, invoices, incident reports.
o Coordinating with Projects Control Team with regards to weekly and monthly summary resource sheets and in providing the breakdown of weekly manpower data.
o Preparing and incorporating summary calculation of HSE weekly and monthly reporting including HSE manpower breakdown, incident log, near miss reports, first aid cases, safety violation register as per project requirement for Client, Projects Control, HR, Finance and Admin.
o Generating monthly reports for QHSE Main office such as monthly KPI dashboard, internal observations summary and other five (5) data / reports frequently required.
o Raising purchase requests, request for service, request for hiring and coordinating the updates with the internal and external parties.
o Ensuring the preparation of internal and external HSES Compliance Audits and recapitulating the items that needs addressing for closure documentation.
o Taking minutes every Monthly HSE Management Meeting.
o Producing and printing HSE signage, posters, alerts and bulletins.
o Maintaining records of HSE Team’s Contact Details, CVs, Degree and HSE Qualifications.
o Maintaining documentation to a common standard and maintaining a diverse system by ensuring all data are up to date and as per categorization.
Specific Duties and Responsibilities:
o Providing administrative support to Site Safety Manager and Safety Officers;
o Preparing summary calculation for daily and monthly labour man-hours, STARRT card briefing sheets, STARRT attendees, safety induction attendees and accident frequency rate;
o Preparing statistical data for breakdown of daily labour man-hours, STARRT card briefing sheets, STARRT attendees, STARRT analysis, safety induction attendees, safety action notices, first aid cases report, near miss incidents, accident / incident investigation reports, accident frequency rate, lost time incidents and restricted work day cases on weekly and monthly basis;
o Preparing and accumulating data for safety tour close-out reports, senior management tour close-out reports, safety weekly reports, safety progress reports, safety training matrix plan and STARRT bulletin;
o Preparing identification cards for all site personnel in compliance with the safety trainings they have had attended such as confined space, lock out - tag out (LOTO), trained operators, trained flagmen, etc.
o Taking notes weekly safety minutes of meeting;
o Overseeing and maintaining a well-organized filing system for daily labour man-hours, STARRT cards, STARRT analysis, first aid cases, daily safety observation reports, near miss incidents, accident / incident investigation reports, hot work permits, permit to grind, sewage tanker reports, safety action notices, toolbox talks, daily observation reports, compliance checklists, mobile crane checklists, lifting plan, site excavation permits and other safety data;
o Preparing incoming memos and outgoing memos for subcontractors and project engineer;
o Dispatching emails to OBI recipients and to the Corporate Safety Manager for daily labour man-hours data, weekly reports, weekly minutes of meeting, safety training matrix plan, weekly observation reports, accident / incident investigation reports (if any) and other safety close-out reports required;
o Coordinating with timekeeper and security supervisor for safety induction schedules, internal safety induction schedules and notifies attendees to their respective schedules;
o Responsible in providing and releasing gate passes for visitors coming to site;
o Administering car pass applications and driving permits to security supervisor and timekeepers;
o Coordinating with suppliers to provide third party certificates and insurance for application and renewal of green stickers for all equipments brought on site as project required;
o Coordinating with suppliers and other subcontractors relative to project required trainings for operators, crafts and employees; and responsible for renewal of operators’ training certificates;
o Monitoring and issuing PPE materials and other safety materials needed on site;
o Coordinating with Storekeeper for any delays of material deliveries;
o Assisting safety officers in line with their respective daily safety report photos for printing, producing and laminating site signage, posters and safety permits;
Specific Duties and Responsibilities:
o Providing administrative support to Site Safety Manager and Safety Officers;
o Preparing summary calculation for daily and monthly labour man-hours, STARRT card briefing sheets, STARRT attendees, safety induction attendees and accident frequency rate;
o Preparing statistical data for breakdown of daily labour man-hours, STARRT card briefing sheets, STARRT attendees, STARRT analysis, safety induction attendees, safety action notices, first aid cases report, near miss incidents, accident / incident investigation reports, accident frequency rate, lost time incidents and restricted work day cases on weekly and monthly basis;
o Preparing and accumulating data for safety tour close-out reports, senior management tour close-out reports, safety weekly reports, safety progress reports, safety training matrix plan and STARRT bulletin;
o Preparing identification cards for all site personnel in compliance with the safety trainings they have had attended such as confined space, lock out - tag out (LOTO), trained operators, trained flagmen, etc.
o Taking notes weekly safety minutes of meeting;
o Overseeing and maintaining a well-organized filing system for daily labour man-hours, STARRT cards, STARRT analysis, first aid cases, daily safety observation reports, near miss incidents, accident / incident investigation reports, hot work permits, permit to grind, sewage tanker reports, safety action notices, toolbox talks, daily observation reports, compliance checklists, mobile crane checklists, lifting plan, site excavation permits and other safety data;
o Preparing incoming memos and outgoing memos for subcontractors and project engineer;
o Dispatching emails to OBI recipients and to the Corporate Safety Manager for daily labour man-hours data, weekly reports, weekly minutes of meeting, safety training matrix plan, weekly observation reports, accident / incident investigation reports (if any) and other safety close-out reports required;
o Coordinating with timekeeper and security supervisor for safety induction schedules, internal safety induction schedules and notifies attendees to their respective schedules;
o Responsible in providing and releasing gate passes for visitors coming to site;
o Administering car pass applications and driving permits to security supervisor and timekeepers;
o Coordinating with suppliers to provide third party certificates and insurance for application and renewal of green stickers for all equipments brought on site as project required;
o Coordinating with suppliers and other subcontractors relative to project required trainings for operators, crafts and employees; and responsible for renewal of operators’ training certificates;
o Monitoring and issuing PPE materials and other safety materials needed on site;
o Coordinating with Storekeeper for any delays of material deliveries;
o Assisting safety officers in line with their respective daily safety report photos for printing, producing and laminating site signage, posters and safety permits;
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