PSD Clerk/Office Administrator
ADNOC Logistics and Services
Total des années d'expérience :13 years, 6 Mois
• Secretary to the Purchasing Department Manager.
• Reliever Office Administrator to the CEO, SVP-Business Support and VP-Procurement.
• Maintain and arrange scheduled meetings, appointments and document for signature.
• Internal & External communications with ADNOC Group Senior Management, VIP’s, Suppliers, Visitors, Procurement team and other divisions to provide information or answer enquiries.
• Prepare and follow up approval of final and draft memorandums, circulars, emails and faxes for circulation and distribution.
• Assist Procurement team on day to day administrative activities such as coordinating suppliers’ feedbacks and submissions on Expression of Interest, Auction invitations, Request for Technical & Commercial Quotations and Purchase Orders.
• Assist buyers in the preparation of Commercial table for tender board approval.
• Prepare budgetary quotation by acquiring market price from different suppliers and endorsing the same to end-user to check technical criteria.
• Record and maintains a comprehensive filing system for all incoming and outgoing correspondence, confidential files and documents (i.e. Purchase Order, Long Term Purchase Agreement, Blanket Purchase Agreement, Bid Bonds, etc.) and ensuring adequate security measures are taken with regard to safekeeping and releasing procedures on confidential files and documents.
• Consolidate monthly report such as PSD weekly report, In-Country Value of each buyer, Pending PR’s.
• Maintains, release, reimburse petty cash for PSD through Oracle.
• Carry out similar or related duties such as typing, photocopying documents, maintaining adequate stationery, and operating scanner & fax machine.
• Other tasks and responsibilities that may be assigned to cope up with organizational changes and operational needs.
• Secretary to HR & Administration Division Manager.
• Maintain and arrange scheduled meetings, appointments and document for signature.
• Internal & External communications with ADNOC Group Senior Management, VIP’s, Visitors, HR & Admin team and other divisions to provide information or answer enquiries.
• Prepare and follow up approval of final and draft memorandums, circulars, minutes of meeting and emails for circulation and distribution.
• Assist four departments (Talent Management, Employee Relations, Administration, and Corporate Communications) on day to day administrative activities such as coordinating with other divisions, file retrieval, meeting arrangements, drafting and circulation of memo’s, circulars, emails and preparation of different reports.
• Record and maintains a comprehensive filing system for all incoming and outgoing correspondence, confidential files and documents (i.e. Salary Revisions, Appraisals, Trainings, Policies & Procedures, etc.) and ensuring adequate security measures are taken with regard to safekeeping and releasing procedures on confidential files and documents.
• Carry out similar or related duties such as typing, photocopying documents, maintaining adequate stationery, and operating scanner & fax machine.
• Other tasks and responsibilities that may be assigned to cope up with organizational changes and operational needs.
• Secretary and Receptionist reporting to the Managing Director.
• Receive and dispatch documents signed by the Managing Director to its respective salesmen.
• Welcomes guest and clients and guide them to the concerned person.
• Manage incoming and outgoing telephone calls, fax and emails related to insurance concerns, inquiries and applications.
• Prepare, follow up and coordinate with the client and insurance companies for the insurance application, cancellation and reimbursements as per UAE law.
• Encodes client policies on database.
• Prepare invoices, debit notes, credit notes, quotations, business correspondence, memorandums and other jobs that maybe assigned by the MD
• Assist in keeping an organized file of clients’ documents.
• Prepare courier to different clients and insurance companies.
• Secretary to the Personnel and Administration Manager.
• Review and manage all documents for P&A Manager’s signature.
• Answer employees request and concerns through telephone calls, letter, fax or email.
• Manage incoming and outgoing confidential files, documents, letter/memorandum and packages from different sites and departments.
• Personnel file management and maintenance of all 201 files, confidential documents and other personnel documents.
• Receive newly hired staff files from recruitment department and arrange/coordinate for the employee’s itinerary ticket, pick up from airport, accommodation and medical.
• Coordinate with the PRO for the application, renewal and cancellation of the employees visa and labor cards.
• Updating employee’s information using HRMS oracle database.
• Prepare employees clearance, certificates and settlements.
• Responsible for insurance card application, cancellation and reimbursements for all staff employees and their families.
• Prepare correspondence, memorandums, request, acknowledgement, endorsement and other letters.
• Monitor staff employees leave applications, visa, labor cards and passports.
• In charge for the requisition and monitoring of office supplies for the Personnel & Admin. Department.
• Manage a broad range of HR functions including timekeeping for payroll, HRMS co-administration, personnel file management and HR policy development.
• Jointly contributed with IT to administer and improve company’s first HRMS database system.
• Secretary to the VP-HRMD reviewing and managing all confidential documents for VP-HRMD signature.
• Prepare business correspondence, memorandums, petty cash, liquidation and other proposal letters.
• Reliever telephone operator and recording secretary to the President and General Manager’s meeting.
• Record and transcribe Executive and CEO’s minutes of meeting every week as well as GM and Department Heads minutes of the meeting.
• Assist in the preparation of company programs and events and its budget (ex. Christmas & New Year’s Party and Christmas gifts for all employees; Company Outing; CEO, President, GM’s Birthday Celebration; Annual Foundation Day; General Assembly; Annual Sales award; Catholic Mass Media Awards; etc.)
• Prepare company reports such as employees’ disciplinary actions, attendance incentives, best employee of the year, etc.
• Prepare, tally and report employee’s annual performance appraisal.
• Assist and orient employees on their concerns in company policy, procedures and benefits.
• Monitor manpower to determine vacancies.
• Responsible for sourcing and selection of applicants for various positions.
• Administer different examinations and conducting initial interviews.
• Facilitator and speaker of company orientations and salesmanship training programs for selected applicants.
• In charge of training schedules and confidential record keeping of all employees file, testing and training materials.
• Review, design and suggest changes on visual and training materials improvement.
• Prepare and distribute employment contracts, clearance, certificates, disciplinary action report, performance appraisal and other monthly reports.
• Attends case hearing and prepare case summary.
• Guide employees on their concerns in company policy, procedures and benefits.
• Overall in charge in timekeeping using database system.
• Update employees personal file using HRIS database and personnel file management.
• Prepare company reports such as employees’ disciplinary actions and attendance incentives.
• Responsible for sourcing and selection of qualified applicants.
• Administer psychological exams and typing skills analysis.
• Prepare employment contract and assist employees in application of health cards and other company benefits.
• Prepare, coordinate and organize job fairs, company programs and events.
• Prepare and manage the schedule of trainings for newly hired employees.
• Monitor cleanliness of facilities and company premises.
• Attend phone calls, company clients queries and employees concerns.