Hazel جيمينا

Personal Assistant - Information & Communication Technology (Casual Basis)

Principal Accountabilities:
Control all incoming and outgoing correspondences in the ICT Division for efficient identification, retrieval, modification, and distribution whenever necessary.
Prepare and send correspondences regarding important and confidential matters through memos, faxes, circulars, letters and emails from ICT to convey information, raise a request/action and/or seek approval.
Provide support and assistance to ICT division staff, and offer procedural advice, and ensure all documentation is complete and all attachments are in order.
Serve as the focal point for timesheets, leave, Employee Contact Information Update (ECIU) and Employee Profile Update (EPU) and also for requisitions that require coordination with other divisions.
Develops different types of forms/spreadsheets for various statistical records and reports, to meet a variety of operational and technical requirements.
Arrange for meetings/workshops/training needed by the division by booking the required conference rooms, sending out the calendar invitations and raising e-catering request if needed.
Extend administrative/technical assistance in addition to routine work in the absence of other Admin Assistants due to leave, sickness or whenever needed in order not to disrupt the daily work routine in the department.
Coordinate and update the recruitment status in the department by arranging personal and telephone calls, prepare a draft for interview reports and keeping a record of the status of each candidate.
Receive telephone calls, emails, faxes, and other important documents and relay the necessary communications to the concerned staff in an efficient and timely manner.


Context / Special Features / Challenges:
Close coordination with other administrative/technical staff in the distribution of work assignments within the department to have a proper demarcation of workload.
Frequent communication/coordination with other QP staff having the same or higher level within QP departments, with contractors, and with guests or vendor from other companies.
Maintain details of confidential information and personal files of the Division staff.

Provide administrative support to the whole Supply Chain Dept. consisting of diff. sections
namely: Purchasing, Contracts, Inventory Warehousing and Logistics.
* Directly reports to the Supply Chain Manager.
* Serves as focal point - Prioritizing, multi-tasking and balancing the needs of the staff in the
dept.
* Imprest Custodian of the Supply Petty Cash which involves tracking and reconciling the
expenditures against the budget, and coordinating with Finance Dept. for replenishment.
* Handles and consolidates Corporate Credit Card purchases.
* Assisted and arranged meetings within the Department, the JV’s (Joint Ventures)
and external parties via Outlook and between Tender Committee members via
Sharepoint.
* Created a more efficient Word database for forms, list of contracts, Vendor Data
with links for easy access and retrieval.
* Facilitates the registration of vendors.
* Uploads Tender committee Submissions and circulates minutes for signature.
* Handles Tender Bids and disseminates to the concerned buyers upon the bid closing date.
* Interface with both internal and external stakeholders.
* Raises Purchase Requisitions and closeout via SAP.

Provide administrative support by assisting in the arranging of files for the legal department.
* Sorting and Arranging files.
* Coordinating closely with the legal secretary.
* Labeling of Box files
* Arranging Hard Copies in Box Files.
* Encoding Document Titles in the computer for easy access and retrieval
* Assigning numbers for each document for easy access.
* Photocopying of Documents

Provide administrative support by performing word processing and/or transcription functions;
routing or responding to routine correspondence not requiring manager’s attention; coordinating
meetings and travel arrangements.
* Provides general administrative and clerical support to Managing Director:
* Contributes to the efficiency of the area by organizing and expediting the flow of work to
Appropriate staff members.
* Coordinates with site engineers upon Managing Directors request.
* Telephone and post correspondence (Answer telephone, take messages, transfer calls
and provide information to other employees upon request, updating company telephone
contact database)
* Provides historical reference by establishing, organizing, and maintaining files and
records; filing and retrieving information.
* Prepares documents (proforma invoice) to be collected by courier.
* Assigned reference numbers to letters to facilitate filing in corresponding box files.
* Handle details of confidential nature.
* Maintained records of Passports, Visas, & CV’s
* Provide information requested by Head Office.
* Maintains inventory for the area by monitoring supplies and anticipating needs;
taking/placing orders and verifying receipt.
* Able to do multiple tasks independently and with minimum supervision.
* Makes travel arrangements including booking flights, hotels, visa checking via internet, car
rentals, etc.
* Contributes to the efficiency of the operation by performing other related duties as
assigned.

Provided general office/administrative support by welcoming clients, visitors, employees to the
company.
* Assisted and answered visitors queries at the front desk, attending to any visitors in the
reception area.
* Answering all multi-line telephone calls with appropriate greetings and redirecting them to
Staff.
* Filtering and forwarding of callers.
* Management of visitor log book.
* Maintain and manage telephone directory.
* Booked documents for collection by courier.
* Dispatched letters/packages for staff through courier service.
* Logged Incoming, Outgoing Parcels, Packages.
* Maintained Files of invoices of Documents sent and received through courier service.
* Verified employee identification, issued visitor passes.
* Monitored and ensured compliance with regards to security.
* (COORDINATING) Providing building security with information regarding any visitors
arriving in the company.
* Faxed, Xeroxed, Scanned and emailed documents.
* Assisted with other administrative tasks as assigned.
FIRE ALERT SAFETY MANAGEMENT SYSTEMS

Provide administrative support by performing word processing and/or transcription functions;
routing or responding to routine correspondence not requiring manager’s attention; coordinating
meetings and travel arrangements.
* Provides general administrative and clerical support to Managing Director:
* Welcomes guests/visitors of MD.
* Coordinates with managers/staff upon Managing Directors request.
* Screening incoming calls, transfer calls, places outgoing calls upon MD’s request
* Managing the daily calendar and coordinating scheduled appointments.
* Arrange meetings, book and prepare meeting rooms and provide/arrange
hospitality
* Screens and responds to emails.
* Filing and sorting out of daily mails, couriers and faxes.
* Handle details of confidential nature.
* Makes travel arrangements including booking flights & hotel accommodation
* Able to do multiple tasks independently and with minimum supervision.
* General secretarial duties, including photocopying, faxing, sending emails via
Outlook Express
* Able to work in a cross-cultural environment

Provided general office support by typing documents, filing reports, managing corporate e-mail,
entering data, ordering supplies, and answering phones. Coordinated meetings and managed
schedules for managers.
* Efficiently operated fax machines.
* Answered and directed general calls. Initiated calls on behalf of executives and off-site
Sales staff.
* Telemarketing duties.
* Handled company’s business correspondence.
* Enthusiastically represented the company by professionally greeting visitors.
* Designed and assembled kits for new associates.
* Coordinated appointment schedules and resolved scheduling conflicts for safety seminars.
* Prepared & faxed proposals and quotations to clients.
* Received & prepared purchase orders from clients.
* Contacted & placed orders to different suppliers.
* Received & processed deliveries by suppliers.
Position Challenges and Highlights
Hired as office assistant, and learned all aspects of the position while simultaneously
assisting in installing company's computer. Prepared company’s brochures, flyers and
pertinent start-up documents.

Provided clerical support, assisting with faxing and filing. Assisted clients via telephone
regarding merchandise inquiries and availability. Prepared inventory and stock reports.
* Fast typing.
* Filed and retrieved company records.
* Work closely with clients, vendors, and suppliers involving sales, quotes, and purchase
Of products both for company use and client orders.
* Maintained records of client telephone information.
* Promptly answered telephone calls to reflect professional corporate image.