Consular Assistant
British Embassy
Total years of experience :23 years, 0 Months
- Handle all consular enquiries (telephone/emails/fax)
- Manage Consular Counter
- Office administration
- Maintain up-to-date consular records / filing
- Participate in consular working groups organized by Regional Directorate of the British Foreign and Commonwealth in Dubai and Sultanate of Oman
- Deliver consular assistance and services to British Citizens in KSA,
- Providing job cover during absence.
- Dealing with the full range of consular assistance cases.
- Assist the section head on post’s prisoner assistance work and undertake prison visiting.
- Assist in maintaining Honorary Consul network.
- Ensure all assistance tasks are carried out in accordance with FCO Guidelines and Best Practice and that timeliness targets are met.
- Ensuring all cashier duties are carried out in accordance with FCO/Consular Directorate Guidelines.
- That timeliness targets are met for notarial services, taking remedial action as necessary.
- Prepare monthly notarial service statistics/workload reports
- To handle correspondence and enquiries from the public and carry out additional tasks to support the section, including data entry and statistical returns
- Assist in ensuring post’s emergency planning is maintained and that a ‘whole embassy’ approach is embedded.
- Participate in post’s crisis exercising.
- To actively participate in regional initiatives to improve consistency and efficiency of consular assistance work
- Assist to set and update company’s business profile, objectives & plans
-Set business calendar for Executive Manager and distribute tasks among staff toward company’s objective
- Maintain up-to-date office calendar including
- Schedule staff meetings on daily and weekly basis when required
- Participate in all management meetings and keep up-to-date minutes
- Maintain updated and categorized business contacts directory
- Manage filing system in both ‘Electron and Manual’ method
- Deal will all office courier and service of documents e.g. DHL, Aramex, etc.
- Coordinate and follow-up step-by-step all agency’s participation plan in terms of exhibitions and forums
- Perform all admin and HR duties including staff records e.g. leave, evaluation forms, attendance cards,
- Conduct and attend staff interviews and assist in employment process
- Any other duties when required
- Prepare & follow-up business \{daily, weekly & monthly\] calendar for the Chairman Office and ensure that updates are up-to-date.
- Perform all day-by-day duties relevant to the Chairman Office (outgoing & incoming correspondences \{memos, faxes, letters, etc\}, domestic and overseas travel arrangements, hotel booking, data/record filing tracking, arrange delegation and visitors trip programs & guest relations) as follows:
- Assist in coordinating work flow /activities/ correspondences between Chairman and other Country Office departments
- Planning and scheduling meetings & appointments including preparing agendas and maintain files.
- Organizing hard copy and electronic files
- Record/register all incoming & outgoing correspondences (memos, fax/hand delivery/express courier/….etc) and distribute to relevant department for action or feedback accordingly
- Assist logistic officer to handle arrangements for visiting delegation trips program to facilitate their mission (i.e. appointments, site visits, Security clearance, presentation materials, workshop, etc)
- Control Chairman’s Office “Data Management System” on daily basis
- Coordination of administrative activities, retrieving, organizing and disseminating information to staff and clients, supervising their clerical coworkers and reviewing income memos.
- Draft all internal and external correspondences i.e. letters, memos, proposals relevant Chairman’s office
- Communicate with all Government entities, stakeholders, vendors and overseas areas with regard to PETRONAS common business and interest
- Scan all business contacts and categorize / update them accordingly
- Follow-up with PETRONAS Headquarter to coordinate overseas trip schedules/agenda for Chairman
- Assist to purchase office equipment and supplies
- Participate & involve as a team or committee member in all PETRONAS business, social and community development events as well.
- Any other relevant duties as per required
- Keep up-to-date business calendar for the SOS Kinderdorf International Country Representative - Sudan
- Perform all day-by-day duties relevant to Country Representative (correspondences: memos, faxes, letters, etc \{Outgoing & Incoming\}, travel arrangements, hotel booking, data files tracking, arrange trips & guest relations)
- Coordinate between SOS National Coordination Office departments & SOS Regional Office in Cairo
- Assist in all SOS Sudan social development events with relevant parties
- Communicate with relevant government/private entities to organize & coordinate common social projects and developmental programs for orphan and street children’s
- Support and coordinate local 'Fund-raising' projects in collaboration with SOS Sudan Children’s sponsors & UNICEF.
- Serve as a bridge between SOS National Coordination Office and SOS Children’s Villages to ensure smooth communications
- Assist in preparing SOS National Coordination Office "Annual Report', 'Intranet Articles', 'Monthly Reports' & 'Budget Overview'
- Coordinate with other Regional Coordination Offices to enhance common collaboration projects in Middle East
- Any other duties as required
Training program organized by “International Center for Training & Development”, held on (19 – 23 October 08) Abu Dhabi, UAE
Training program organized by INTEX “International Expertise Association”, held on (19 – 23 April 08) Cairo, INTEX Office
Organized by PETRONAS Headquarter, held on (29th November 2007) Khartoum, Grand Holiday Villa
Organized by PETRONAS Sudan, held on (11th – 14th Sept 2006) Khartoum, Grand Holiday Villa
Organized by PETRONAS Headquarter, held on (25th – 28th July 2005) Kuala Lumpur, Malaysia
Training program organized by PETRONAS Sudan, held on (1st - 2nd April 05) Khartoum, PETRONAS Sudan Country Office
Training program organized by PETRONAS Sudan, held on (2nd – 4th Oct 2004) Khartoum, Grand Holiday Villa
Contents: Filling and documentation methods, Communication skills, Office Management, Public and guest relations, Advanced applications for intranet usage, Follow- up with travel agencies, Staff meetings preparations (Agenda, presentation, minutes...etc), Organizing trip and visits schedule, Major events Time schedule, Prepare action plans and annual reports
* 1998 –2001: High National Diploma in Information Technology, Major: Information Technology, ComputerMan College (School of Multimedia / Sudan) Thesis title: (Data Base System) For the National Population Council - UNFPA) Khartoum 1996 –1997: Certificate in Information Technology, Major: Information Technology. ComputerMan College (School of Additional Studies/Sudan) Thesis title: Management Information System
How to establish Data base system for organization Data gathering Management information system Creating data link (Information Center)
1996 –1997 Certificate in Information Technology Major: Information Technology. ComputerMan College School of Additional Studies/Sudan Thesis title: Management Information System
