Administrative Assistant
Qatar Petroleum
Total years of experience :35 years, 0 Months
I. Manage daily facilities maintenance works request from Dukhan and Ras Laffan Operations received through e-FMR system application and other communications as detailed below:
1. Receive maintenance request from various customers via e-FMR application, telephone calls, emails, faxes and walk-ins during office working hours.
2. Raise e-FMR document for all emergency verbal calls and email request for regular and PPM works received from FMF foreman during office hours.
3. Review and amend as necessary the details of e-FMR particularly the nature of the work/service required either it is routine or non-routine, location and etc.
4. Forward e-FMR to Department/Division focal point, if required for approval prior to creating Service Notification in SAP system and making sure that reply is received within 3 days, otherwise an email follow-up is initiated.
5. Assign e-FMR to concerned QP Foreman as per their area assignment in a daily basis and making sure that 100% is processed at the end of business hours.
6. Prepare e-FMR based end-users satisfaction survey in a quarterly basis.
7. Update functional location of all SAP SR work notification assigned to FMF foremen in Ras Laffan & Dukhan.
8. Follow-up and closing of all service enquiries raised by customers in coordination with concerned contractor/QP foreman.
II. Work as daily standby emergency coordinator for Dukhan and Ras Laffan Operations covering emergency works of all non-operational facilities and buildings as detailed below:
1. Receive calls and register the details of emergency work request from various end-users and focal point from 2:30 PM - 6:30 AM (Sunday-Thursday) and 6:30 AM to 6:30 AM (Friday, Saturday & Holidays)
2. Evaluate nature of emergency works requested and accordingly, coordinate with concerned contractor, QP Foreman and other duty officers of other QP department for immediate proper action.
3. Prepare weekly Standby Call Registry and update Summary of Standby Calls per work discipline as future reference document.
III. Handles key administrative support works for FMF division as detailed below:
1. Prepare and consolidate yearly FMF OPEX budget based on proposals from FMF functional locations of Doha, Dukhan, Mesaieed and Ras Laffan.
2. Prepare periodic comparative actual usage of maintenance contracts against approved budget for timely monitoring of any variances as a basis for higher management.
3. Prepare monthly e-FMR/notification status report and related KPI details of foremen in FMF Dukhan and Ras Laffan operations.
4. Prepare monthly FMF Work Progress Report - Dukhan and Ras Laffan operation by compiling all relevant data sourced from Senior Foremen and other information generated from SAP PM application.
5. Create and updates Work Centers and Functional Location in SAP PM application as required by FMF Division.
• Directly reporting to Head of Integrated Facilities Management and supervisor of Maintenance and Engineering Support Division.
• Check and confirm Cost Centers, General Ledger accounts, Contract numbers, costs and other relevant data of Service Work Orders created by Sr. Foremen in SAP PM Module.
• Create Release Orders for the relevant project and maintenance contracts after receiving Purchase Requisition from the concerned Work Centre in SAP PM Module.
• Raise and create Purchase Requisition, Purchase Orders and reservations on SAP MM Module and Call-Off Orders for the materials required by the Division.
• Prepare a consolidated yearly budget for OPEX and CAPEX based on proposals received from supervisors and supervisors of Maintenance and Engineering Support Division.
• Assist in finalization of yearly budget of Maintenance and Engineering Support Division based on meetings attended during budget deliberations.
• Prepare yearly budget on ICT requirement and office consumables and stationery for the Division as per the requirements specified by the Head of the Division.
• Act as document controller of various non-routine and capital projects of the Division from pre-tendering process up to completion of awarded projects.
• Receive all incoming document submittals from contractors and uploading the same in ASSAI Admin document program after getting list of document reviewers as assigned by Division supervisor.
• Makes follow-up of all maturing ASSAI Internal Transmittals and ensuring documents are reviewed by concerned project engineers before the deadline set-forth in the transmittal.
• Assist Assai Focal Point in collating and preparing final review reply to Contractors submittal.
• Process ASSAI External Transmittal after receiving returned internal transmittal from ASSAI focal point and generates External Transmittal for final approval from Division Head.
• Transmits Approved ASSAI External Transmittal by email to assigned Contractor’s representative and manually handover to Contractor representative copies of approved material submittal form and drawings with marked comments by reviewers.
• Prepares various internal and external memos to different department and contractors related to non-routine and capital projects.
• Act as focal point for releasing approved RFI, copy of commented drawings for revision and resubmission, draft project dossiers for revision and other documents that may request by contractor for update and completion.
• Make follow-up to concerned Sections of Materials Department and Supplier/Contractors on released PO till the good receipt created in SAP.
• Act as the Focal Point for Time Sheet review and reporting including leave related matters within the Division
• Makes room reservation and subsequently, invitation to all attendees for requested meetings such as kick-off meeting, monthly project progress meeting and any unscheduled meetings as may request by the supervisor and project engineers.
• Act as a reporter at the same time prepares Minutes of Meeting covering Kick-off Meeting, Project Coordination meeting, departmental monthly meeting and monthly HSE meeting with contractors.
• Monitor availability of stocks in store room and prepare material requisition to replenishment materials below ordering quantity status
• Receive and check goods from suppliers as per approved PO
• Issue office supplies to IFM staff and filter cartridges to QP housing occupants and cooler’s maintenance contractor, respectively.
• Prepare weekly and monthly status of project transmittal documents, new tenders and on-going projects.
• Review project dossier in compliance with QP standard and department comments made for revision prior to submittal to other department for review and approval.
• Directly reporting to Finance and Administration Manager for the financial transactions of the hospital
• Responsible in the timely submission of financial and management reports
• Overseeing control and monitoring of daily expenditures and revenue
• Supervise site clinic projects covering materials and maintenance deliveries
• Manage company cash flow through daily monitoring, regular forecasting and reviews.
• Prepares budget. monitors and control all department budgets and expenditure making sure they are within approved limits
• Analyze revenue and expenditure trends and recommend appropriate budget levels, and ensure expenditure control.
• Review control of inventory items and proper record keeping of fixed assets
• Supervise and review the works of ten (10) staff in the finance department
• Prepare various financial reports as requested by the Head Office and auditor for the yearly audit requirements.
• Review and approval of letter of credit applicable to all importation
• Directly reporting to Finance and Admin. Manager for the financial transactions of the head office and its subsidiary company
• Responsible in record keeping of books of the Head Office
• Consolidates financial records of head office and branches
• Prepares various schedule and reports as requested in the yearly audit of books
•Responsible in the set-up of accounting system in a controlled environment with its documentation and procedures prior to turnover to respective accountant of the following companies under the group:
1.International Independent
2.Independent Engineering and Consultancy
3.Life Time Nursery
4.Independent Electrical Engineering
•Directly reporting to the President with regards to setting up and improvement of accounting system, policies and procedures, guidelines and its implementation
•Responsible in day-to-day financing/accounting of company’s operation
•Prepare financial reports with analysis for management
•Prepare annual budget and analysis of variance on previous budget
•Review daily cash position and sales report
•Approve request for payment slip and schedule in releasing of checks
•Supervise collection of A/R and payment of A/P
•Review and approve Purchase Order
•Validates Sales Order after reconciling with customer’s P.O. and credit terms
•Directly reporting to V.P.-Finance Controller with regards to company’s development, updates of operation and goal achievement
•Formulate accounting policies and issue accounting guidelines
•Monitor daily income and cash position reports
•Recommend issuance of signed check to various payees
•Negotiate with the bank for credit facilities such as Revolving Credit Line and Letter of Credit on various importation
•Review, validate and approve L/C and Import Declaration documents
•Review and recommends all payment requisition for approval
•Prepare financial analysis and management accounting report for regular and special board meetings
•Make representation to various government agencies concerning major issues affecting finance department of the company
•Directly reporting to Chief Accountant with regards to team developments, updates and results of operation and goal achievement
•Supervise daily preparation and processing of accounts payable, petty cash fund replenishment, employee expense liquidation and collection of A/R
•Review trial balance and financial statements prepared by bookkeeper
•Initiate quarterly account analysis of expense and revenue accounts
•Prepare interim and yearly audit schedules for review and vouching of the external auditor
•Supervise subordinate with regards to implementation of accounting policies and guidelines issued for sound internal control
•Supervise importation of materials and equipment
•Review and check monthly, quarterly and yearly reports to government agencies
•Responsible in maintaining the company’s book of accounts
•Daily encoding of transactions using computerized accounting system
•Prepare monthly trial balance and financial statements
•Prepare monthly statement of bank reconciliation
•Prepare semi-monthly payroll
•Prepare check payment vouchers and its corresponding check