Admin Assistant
Abt Associates
مجموع سنوات الخبرة :17 years, 0 أشهر
(Reporting to the Service Delivery Lead)
Provide a full range of administrative support for technical teams:
• Prepare and manage schedules for field visits, training, events and visitors.
• Prepare official correspondence and follow-up.
• Organize logistics for training and other events.
• Track activity budgets, manage cash advances and obtain receipts for authorized expenses.
• Maintain excellent documentation and filing.
• Providing support for field services, occasionally including informal translation for English speakers.
(Reporting to Deputy Chief of Party)
• Provide administrative support for the DCOP and Family Planning Specialist to plan and implement activities under the project.
• Fax and follow up on letters sent by their team.
• Follow up with participants in the project activities such as workshops and meetings to confirm their attendance and arrange their hotel booking when needed.
• Prepare all certificates related to trainings conducted by the team and process all necessary signatures.
• Ensure effective data collection, management, documentation and reporting for all activities.
• Handle all logistical preparation of workshops/events related to the team, including preparing the agenda, and visual and reporting materials, stationary, hospitality, physical setup of the location whether in house or using other meeting facilities.
• Request the necessary cash for the implementation of activities and review the invoices for accuracy and approval.
• Follow up with Ministry of Health participants in project activities and confirm their attendance and accommodation, if needed.
• Assist the team in preparing the budget pro forma.
• Maintain an organized filing system both soft and hard copies.
• In charge or regularly updating the contact list of the team's counterparts.
• Participate in the team's technical meetings.
• Participate in field visits to different locations as needed.
• Assist with translation of documents and occasional interpretation as needed.
• Comply with the Associate policy and procedures.
Provide a full range of administrative support for technical teams:
• Prepare and manage schedules for field visits, training, events and visitors.
• Prepare official correspondence and follow-up.
• Organize logistics for training and other events.
• Track activity budgets, manage cash advances and obtain receipts for authorized expenses.
• Maintain excellent documentation and filing.
• Providing support for field services, occasionally including informal translation for English speakers.
Serve as the primary point of contact for an overseas companies and/or a volume of ongoing cases
• Advise the GM on financial planning, cash flow, business priorities, and policy matters.
• Maintain continuous lines of communication, keeping the GM informed of all updated issues.
• Provide in-depth research on existing cases, business assessments using all-source and classified information
• Ensure timely and appropriate training and workshops for the delegations.
• Provide briefings on cases to the General Manager identifying potential issues on cases
• Provide support to all business units including administrative, financial and human resource departments.
• Ensure customer complaints are handled and resolved accurately and quickly.
• Develop and implement plans to improve operational effectiveness and efficiency.
• Provide excellent customer service in order to build and maintain strong relationship with customers.
• Arrange travel and accommodation requirements upon request.
(Reporting to the Team Leader)
• Responsible for managing relationships with a wide range of stakeholders, including government officials\agencies, Vocational Training Corporation (VTC), Public and private Technical Vocational Education and Training (TVET) institutions.
• Providing translation of project documents, interpretation services during meetings and training sessions, and minutes of meetings in dual languages (Arabic and English).
• Communicating and managing relationships with industry professional associations, industries/employers, NGOs, other civil society organizations, academicians, local communities to facilitate coordination and effective implementation of the consultancy.
• Prepare daily reports and other office administrative records according to laid down procedures, policies and regulatory requirements on regular basis for the smooth functioning.
• Managing the entire spectrum of activities across providing facilities support to all the office staff and efficiently arranging and maintaining office cleaning contract.
• Establishing and maintaining stakeholders of consumables materials as required and monitored the use of stationary and forwarding company paid bills to Accounts department.
Medicins sans Frontiers Holland (MSFH) AUG 2010 - DEC 2012
MSF External Materials Brand Management Component, Medicinssans Frontiers Belgium (MSFB), Apr 2010 -Dec 2012
(Reporting to Team Leader/Project Coordinator)
• Deftly ensured that expenses are kept within or below the budgetary guidelines and oversaw that all supplies are purchased as per procurement guidelines.
• Conceptualized and designed innovative strategies for administrative supervision of the officials and their productivity while assisting the Administration Manager in providing supervision of staff.
• Implemented effective Administrative and on-call coverage Policies for the Administration Manager and successfully acted as a direct administrative support for the organization.
• Actively stimulated discussion and contributed to MSF identity, values and principles, participated in converting the MSFH programs objectives into physical activities in accordance with the MSFH (in country) quality standards.
• Managed planning, evaluation and adjustment of the MSFH in-country operations, including the reviewing and updating of Project proposals and evaluations and reports.
Translator / Administrator, Medicins sans Frontiers Holland (MSFH), Apr 2010 - Dec 2012
(Reporting to Project Coordinator/Medical Coordinator/Team Leader)
• Instrumental in administrative matters and ensuring proper implementation of administrative policies and providing necessary support to the Management in terms of administration.
• Skillfully managed various general administrative functions of the organization while maintained the filing system, making invoices and keeping stock inventory.
• Ensured appropriate during supervision sessions between Mental Health Officers and the Mental Health Care project, including Community Awareness Materials.
• Assisted in the administrative set up of trainings, including hotel bookings, flight bookings and provision of materials and assist in the administrative management of trips to Iraq, including transportation bookings.
• Provided written translation of letter for Project Coordinator and prepared documentation for visas to and from Iraq.
(Reporting to Financial & Administration Manager)
• Acted as the primary contact for all translation assignments for MSF Belgium staff, assisted Senior Management in day-to-day work and maintained all personal records.
• Prepared and managed Purchase Order and Entry of bills & Goods Received Memo.
• Managed overall relationship management and liaised with various authorities and departments for smooth operations.
• Reviewed all invoices from external translators and consult respective staff/departments in order to give correct payment and budget line item assignment information to Finance Department.
• Translated MSF Belgium internal and external documentation English into Arabic and translate MSF Canada’s internal and external documentation from Arabic into English.
• Ensured accuracy and high quality of all English or Arabic copy in MSF documentation to be printed before being printed/ published/ produced for external audiences.
Translator / Administrative Assistant, Mar 2006 - Aug 2007
(Reporting to Head of Translation and Support Unit)
Language Assistant - Interpreter, Nov 2005 - Aug 2007
(Reporting to Team Leader)
• Interpreted and translated spoken and written communication in Arabic - English languages with 95% clarity.
• Facilitated Classroom conversation sessions by serving as a model and prompter to assist students in acquiring a thorough understanding of the lesson presented.
• Strategized and implemented long term business goals to ensure maximum profitability in line with organizational objectives.
• Developed, motivated and educated the staff members on various operational matters and guiding them towards successful outcomes and attainment of business objectives.
• Provided effective and inspirational leadership to the team through regular training, motivation and performance appraisals in order to achieve set targets in sales volumes.
• Translated lessons plans and curriculum from English into Arabic (vice versa), utilizing the personal computer and various software applications.
• Established and maintained a management information system, including physical and electronic files and prepared documents, monitors and files office meeting minutes, requisitions and all requests/correspondence to various departments.
Teaching PET for Technology colleges.
Teaching English university subjects
Teaching Private schools subjects of both American and British curriculum.
Preparing and typing researches and reports and summarizing as well as paraphrasing
Translating
Exposed to different fields of translation (English – Arabic) and vice versa, and teaching English Specialized Translation Translation Criticism Seminar in Translation TEFL & for ESP
