HR & Admin Officer
Qatar Development Bank
Total years of experience :25 years, 6 Months
Responsible for the day-to-day efficient operation of the HR Manager’s office by providing support in the various human resource functions, which include Administration, recruitment, staffing, and employee relations.
Job calls for:-
• Drafting business correspondence such as emails, memorandums, reports, presentations, and correspondence which are of confidential nature.
• Management of calendars and scheduling of appointments.
• Organizes meetings and facilities, and ensures the provision of related documents and other meeting materials
• Records and distributes minutes of meetings.
• Organizes travel arrangements and itineraries as directed.
• Keeping, maintaining & updating.
• Personal Files/records of project employees.
• Job responsibilities, increment and renewal of contracts.
• Provide assistance with writing job descriptions & ensure that accurate job descriptions are in place
• Process employee requests for training while complying with policies and procedures & Provides assistance to HR Supervisor on staff recruitment.
• Coordinates staff recruitment and selection process
• Prepare notices and advertisements for vacant staff positions.
• Schedule and organize interviews, conduct reference checks on short listed candidates & inform unsuccessful applicants
• Present an impeccable image of the Corporate and the Executive Director’s office at all times.
• Provide a high level of professional and confidential office support to the Executive Director including prioritizing and initiating action on all incoming correspondence.
• Coordinating diary events and appointments; screening of telephone calls and visitors, and managing follow-up action on redirected work.
• Prepare a wide range of confidential reports, correspondence, memos, minutes, agendas, or other documents, and coordinate action that needs to be taken in relation to these.
• Assist in preparation of correspondence and other written material by researching and gathering information and reference materials from various sources, and drafting reports as required by the Executive Director.
• Process and reconcile the Executive Director’s expense accounts and payments.
• Prepares the Executive Summary report for presentation to the CEO monthly. Coordinates with the 3 departments under the Operations portfolio for monthly submission of update reports related to IT, HR, and Procurement Functions.
• Liaise with various departments and business units that are planning an event (which requires Executive Director’s presence) to obtain the confirmed schedules, agenda, and coordination arrangements of the scheduled events, including but not limited to Seating arrangements, entry/exit points, drivers, parking, centre stage, participants, speeches, and CEO’s engagement.
• Resolves & manages all issues & conflicts in liaison with the Head of Admin & ER and A/HR.
• Serves as a leave delegate for the Head of Admin & ER and the Head of Manpower during their absence of leave / courses.
• Reduced average processing time for internal requests
• Formulated the Succession plan/ Manpower and recruitment policy/ Grievance procedure, and contributed towards the preparation of the employee handbook and the HR policy and procedure
• Improved accuracy of filing.
• Ensures that the guests’ visit and reception are well executed.
• Files and archives event briefings, reports, program for easy retrieval.
• Undertake other designated additional duties as directed by the Executive Director
• Coordinate the business flow between CEO and the various directorates of the company under the guidance and instruction of the CEO.
• Compose business correspondence, ‘Scope of Work’ related to various tender’s reports, administrative memos, presentations, and/ or creative write-up as required.
• Dealing with complex queries and complaints on the telephone, by email and in person.
• Coordinates and sets up conference calls, board and management meetings and special events.
Manage all incoming and outgoing calls of the CEO, read, prioritize, and refer large volume of mail.
• Organize schedules, appointments/ meetings \[local and international\]. Manage the CEOs calendar and schedule all meetings. Provide a written schedule of daily events for the CEO.
• Supervising the work of clerical and secretarial staff by monitoring the workload and work. Rate.
• Liaise and oversee all aspects of relationship with Labour Office, Immigration Office and handle professionally all relationships with government entities.
• Reduced average processing time for internal requests.
• Improved executive director satisfaction with travel arrangements.
• Improved accuracy of filing.
• Improved response time for official written queries with timely follow-up.
Strategies and Business Development
• Assist in preparation / completion of specific sections of the proposal documentation related to tender proposals right from Expression of Interest to submission of proposals. Accountable for proposal management, copy of proposals and pre-qualification submissions.
• Prepare the proposal project plan as directed by the Chief. Manage collection and organization of proposal content.
• Arranges regular internal meetings for the various team members related to Current and prospective proposals.
• Expanding and updating professional knowledge to enhance individual and team innovation and productivity
• Updating of business presentation & proposal tracking records in relations to proposals and tenders.
• Research and verify accuracy of information being provided through department focal points.
• Prepare monthly Proposal status reports, agendas, type meeting notes/minutes, arrange and coordinate meetings as well as catering needs and any other specific requirements.
• Assists the marketing team to develop strategies and implement programs that ensure consistent proposal and corporate identity standards.
• Ensures that the Design covers and layouts customized for each project, organization charts and PowerPoint presentations relate to the specifics of the project as defined in the scope of work.
• Updating information industry standards and best practices as directed by the HSE & QA Department.
• Coordinates with HR Training department for developing and training the internal BD staff and Marketing team on corporate strategy.
• Assisted in improving the accuracy of proposal writing and the reduction of the average number of drafts.
• Helped reduce the proposal writing time from an average of 10 business days to an average of 7 business days.
• Enabled improving visibility on the various proposals and associated projects which translated into improved project time and issues management.
April 2004 - Jan.2008 Senior Personal Assistant to the Corporate Training Manager
• Maintains the Corporate Training Manager and department employee’s personnel files in a timely and efficient manner and ensure proper handling of highly confidential documents and information.
• Follows up and reminds Division Heads / Assistant Managers on tasks to be completed within specified deadlines.
• Receives and attends to office visitors and in the absence of the Manager. Comprehends the nature of their visit and directs them to the concerned Asst. Managers / Division Heads.
• Types confidential documents, Circulars, Notifications, and Minutes of Meeting. Exercises discretion in the circulation / dispatch of routine and confidential documents.
• Dealing with Universities and their agents in Canada, Australia, USA and Oman with regard to trainees sent on the Higher Education Program to the various International Universities.
Arranges Duty Visits for the Manager and the Asst.Managers. Arranges overseas travel, flight / Hotel reservations, in a timely manner. Prepares all required documentation to be carried with the Manager and the team for the business.
• Trains / coaches Secretaries / Clerks -Typists and Qatari trainee CPP Students in the training department on queries regarding PC Software packages and / or other Secretarial /Clerical matters related to the department upon request of the Division heads. Training based on TAFE \[Certificate 1/2/3\] modules.
• Assisted in improving the accuracy of personnel appraisal and the reduction of the average number of appraisal reviews.
• Helped increase retention of employees due to improved orientation material and better training which I helped formulate.
• Worked as a Chief Personal Assistant to Director - Administration, and the Human Resource Manager, while their Assistants are away on leave, or on long term courses. Job calls for coordinating with the H.E. The Ministers Office, Joint Venture Companies and Subsidiaries. Job relates to day to day business dealings, organizing meetings, correspondences, conferences, and University visits.
• Types confidential documents. Checks and edits correspondence related to job contracts, letters of offers, reports and general documents such as letters, memos, proposals, letters of notifications/terminations and final settlements typed by the clerks .
• Proofreads and edits letters prepared by the clerks related to first arrival files of new employees.
• Coordinating timely completion of Staff Appraisals through the focal points for all staff in the Department.
• Receiving, registration, distribution and follow up of mail received daily.
• Filing and retrieving of copies of related correspondence as and when required which ensures a proper filing system. Data stored on the computerized database.
• Processing of Duty Visits and Expense Claims in liaison with the Finance Department
• Organizes for course nominations \[internal and external\] for employees within the department in liaison with the Training Centre.
• Organizes conference nominations \[internal and external\] with the assistance of the Public Relations departments.
• Forwards employee grievances, problems, job disputes to the Employee relations department, and maintains prompt follow up to settle the issue a.s.a.p.
• Follow up with the Training Centre and the Qatar University on progress of students sent to them on Higher Education Program, and rehiring / placement of Qatari Graduates from the University as post holders in Qatar Petroleum or Subsidiaries.
• Contributes and suggests development and policy ideas.
• Enabled improving accuracy of executive communication from the Head of Personnel office to internal departments/sections and reduced reply time from an average of 2 days to an average of 1 day.
• Performs varied secretarial duties inclusive of typing of memos, letters, confidential documents, minutes of meeting and other documents as directed by the Fleet Manager,
• Typing of B747 Flight Manuals for internal crew use as per the amendments received from time to time from B747 Fleet Manager .
• Preparation of flight reports as directed by the Flight Operations Scheduling department.
• Maintaining registers for CV’s received for Captains, First Officers, and Engineers. Maintaining a log book on renewal of Flight licenses, and updating of files maintained by the department on a regular basis.
• Booking of Simulator courses for the Captains and First Officers \[B-747 Fleet\]. Coordination with Uniform Companies in UK and USA, with regard to uniforms for the Cockpit Crew.
• Scheduling and confirming meetings for the B747 Captain and the Manager Safety and Standards.
• Scheduling Overseas Recruitment Trips in liaison with the personnel department regarding hiring Cabin Crew.
• Scheduling interviews for Cockpit and Cabin Crew.
• Organizes training and refresher courses for cockpit and cabin crew.
• Coordinating with Aero data and Boeing Company for updates on Flight plans and Flight Operations Manuals.
• Coordinates with the Uniform Company in UK regarding uniforms for the Cockpit Crew.
• Co-ordination with the maintenance section/department of the corporation regarding any service required within the division and ensure that all office equipment is handled with care.
• Contributes in preparation of flight brochures, publications in Flight Magazine based on inputs received from the B747 Fleet Manager.
• Conduct clerical tests for candidates.
• Typing of business documents.
• Appointed as a focal point to liaise with the Headquarters in regards to ordering of stationery and supplies, and submitting monthly reports on stationery and supplies.
• Arrange business travels for personnel’s in the Headquarters, organize for their travel, car hires and hotel reservations.
• Co-ordinate with all hotels world-wide and the airline offices, and their GSA’s in the Gulf region with regards to rates, offers, promotional tours, package deals etc.,
• Served as a Hotel Reservation Assistant dealing with hotels in the Mid -Gulf region and promote sales.
• Organising annual gatherings, long service awards in liaison with the PR Department.
• Coordinate the business flow between MD and the various directorates of the company under the guidance and instruction of the MD.
• Compose business correspondence related to various tender’s reports, administrative memos, presentations, and/ or creative write-up as required.
• Coordinates and sets up conference calls, board and management meetings and special events.
• Co-ordinate daily with all the Department managers and their staff, for the daily reports, stock analysis, daily dispatch of material both local and overseas, Sales report, Feedback from promoting agents.
• Co-ordination with banks for payment of Government Central Excise duty on a daily basis.
• Fix up meeting with top level management, organize conferences and annual gatherings with the help of the Public relations department from the parent company \[M/s. Godrej Soaps Ltd., \]
• Coordinating with the advertising agencies responsible for advertisement displays of products.
• Recording of market feedback and follow-up with departments as and when a customer complaint was received.
• Follow up of supplier payments with Finance as and when a complaint was received from supplier companies.
• Tracking employee history, whenever an employee grievance was received.
• Arranging for periodicals to be published in the company magazine.
• Co-ordination with the maintenance section/department of the corporation regarding any service required within the division and ensure that all office equipment is handled with care.
• Coordinate the business flow between MD and the various directorates of the company under the guidance and instruction of the MD.
• Compose business correspondence related to various tender’s reports, administrative memos, presentations, and/ or creative write-up as required.
• Coordinates and sets up conference calls, board and management meetings and special events.
• Co-ordinate daily with all the Department managers and their staff, for the daily reports, stock analysis, daily dispatch of material both local and overseas, Sales report, Feedback from promoting agents.
• Co-ordination with banks for payment of Government Central Excise duty on a daily basis.
• Fix up meeting with top level management, organize conferences and annual gatherings with the help of the Public relations department from the parent company \[M/s. Godrej Soaps Ltd., \]
• Coordinating with the advertising agencies responsible for advertisement displays of products.
• Recording of market feedback and follow-up with departments as and when a customer complaint was received.
• Follow up of supplier payments with Finance as and when a complaint was received from supplier companies.
• Tracking employee history, whenever an employee grievance was received.
• Arranging for periodicals to be published in the company magazine.
• Co-ordination with the maintenance section/department of the corporation regarding any service required within the division and ensure that all office equipment is handled with care.
• Handling petty cash transactions as well as cash withdrawals / deposits from the bank.
• Coordinating and fixing meetings and appointments with Banks/ Property dealers/Builders/ Financial Trusts and Clients.
• Organising site visits, and inviting prospective buyers to visit the site.
• Dealing with property brokers and estate agents for property sale.
• Handling profit brokerage commissions for middle men/ agents connected with the sale of property.
• Contact the contract company for follow up on “Drawings and Blue Prints” related to construction.
• Coordinating with the Government bodies for registration of property.
• Handling the executive functions of the Managing Partners office