Administration Manager
Larsen & Toubro
Total years of experience :30 years, 10 Months
• Managing all Administrative activities i.e (Hiring manpower local and overseas, payroll, indemnity and leave calculation, termination's, issuing visas, residencies, air tickets, traffic formalities and KOC gate passes etc).
• Ensuring that the business is legally compliant in all its employment activities.
• Giving new starters a really positive and professional perception of the company.
• In charge of all recruitment, selection and induction activity for both permanent and temporary staff.
• Developing and overseeing all employee reward and recognition schemes.
• Managing an effective employee performance review system.
• Managing a team of admin staff.
• Managing visas (Visit / Work) issuance in coordination with our client.
• Ensure validity of residencies for all the employees.
• Arranging air tickets for employees (mobilization / demobilization)
• Managing the projects quota and submitting various reports to mosal.
• Finalizing rate with travel agencies.
• Follow up with our agents for all selected candidates.
• Attest all contracts from embassies and Kuwait foreign affairs.
• Controlling the company accommodation.
• Follow up with catering company the food quality, timing, invoices.
• Going for a sudden visit to the catering company kitchen to check with HSE the food hygiene.
• Managing petty cash with all representatives in company.
• Ensure paying the monthly expenses i.e. office rent, social security.
• Completing Kuwaiti national registration in social security and mosal.
• Managing medical and finger print appointments.
• Following ministries and company procedures
• Manage admin operations to ensure efficiency and productivity
• Manage relations with clients, suppliers and contractors
• Coordinate with our clients regarding salary statement submission to mosal every month.
• Order office supplies
• Design company forms and personal leave forms
• Preparing and allocate Invoices from Zain, travel agent, company stationeries.
• Handling the company certificate renewal with attestation in ministries and embassies i.e. (company license, Kuwait chamber of commerce, CTC certificate, ministry of health, authorize signature for difference ministries.
• Follow up with sites for all requirements needed to issue contracts, residency renewal documents, driving license, passports, status about annual leave returning.
• Supervise and coordinate activities of administrative clerical staff including receptionist, cleaners and office drivers.
• Ensure completion of all appropriate paperwork for new employees from opening new files, collecting complete documents needed, photos, certificates copy, original passport, PCC& original entry visa.
• Ensure the company has proper legal standing with all government offices as needed.
• Managing all work related to traffic department, i.e (driving license, vehicle’s issue/renewal)
• Ensure to repair company vehicles with approved vendors.
• Passports Inventory checkup.
• Managing all the administrative activities like visas, residencies, air tickets, gate passes and traffic formalities etc.
• Managing Admin budget.
• Oversee the camp administration.
• Liaise with government authorities for company related matters with respect to immigration, Shoun and other camp related activities.
• Managing visas (Visit / Work) issuance in coordination with ministries.
• Ensure validity of residencies including insurances for all the employees.
• Arranging air tickets for employees (mobilization / demobilization)
• Manage the employee accommodations (camps) at three different locations
• Liaise with various government authorities for smooth functioning.
• Managing the projects quota and submitting various reports to shoun.
• Finalizing rate contracts with travel agencies.
• Approving for air tickets rates.
• Hiring new manpower.
• Using SAP & SSC portal system for leave & payroll.
• Managing the leaves for Administration and Camp team members.
• Managing petty cash with all representatives in admin.
• Ensure paying the monthly expenses i.e. office electricity, land line, mobiles bill, office rent etc.
• Completing Kuwaiti national registration in social security and mosal.
• Managing medical and finger print appointments.
• Follow up with our clients all issues related to admin.
• Following ministries and company procedures.
• Manage administration office including purchase of office supplies.
• Set up and manage file retrieval systems.
• Recruiting administrative staff and interview them on the position applied for their knowledge and experience.
• Compile monthly expenses reports in excel sheet by using formula's.
• Managed all administration related activities and tasks like winter camping in desert, bowling, table tennis, volley ball tournament.
• Manage office operations to ensure efficiency and productivity
• Managing the petty cash with admin staff and mandoup.
• Manage relations with clients, suppliers and contractors
• Performance appraisals of administrative staff
• Monitored staff activity for performance and efficiency.
• Coordinate all accident reports and workers compensation reports.
• Supervise employees annual and business travels arrangements.
• Ensure completion of all appropriate paperwork for new employees.
• Registration & cancellation of Kuwaiti manpower in Social security as it's required by ministry of social affairs by percentage in company file.
• Follow up with sites & all divisions for any requirements needed.
• Answering incoming calls, responding to general emails in outlook.
• Maintain electronic filing and record-keeping systems by scanning documents in company network filing record area with creating employee ID number and keep his documents inside his folder.
• Using QSB Smart for Ministry of social affairs Use by loading all employee details in the system and printing ministry forms and get it signed from the company owner to submit it to ministry and get the job complete on exact time.
• Preparing memos to Accounts division for paying or receiving payments from our mandoup in administration division.
• Making booking reservation and issuing tickets for employees with the travel agency for annual leave or business trip.
• Preparing monthly salary report which related to Ministry of social affairs to keep company certificate valid, ministry asking on this issue the total employees took their salary and who's on annual leave or escape from the company.
• Controlling all work related to shutdown in KNPC refinery i.e. (visas, finger print, medical checkup & visit visa renewal).
• Making Audit some time for Company staff in different Departments by following Internal Audit procedure.
• Opening new files in ministry of social affairs (government projects) after getting the bank guarantee and complete the paper work for ministry.
• Carry out arrangements of company visitors stay and new employee accommodation.
• Handling the company agencies documents and renewing it on time.
• Assist projects tendering and follow up with CTC for any requirements needed, later when we win the tender pricing I will complete the tender file, contract between the company the contractor, letter of award and get it translated to Arabic if it's in English, bank guarantee and submitting it to ministry for registration.
• Controlling the reports of employee get terminated or resigned from company and follow up with employee and mandoup to get the residence cancel or transfer to other sponsor.
• Passports Inventory checkup.
• Receive the invoice from the Travel agency to pay the ticket fees, then send it to finance department allocated to which division with our approval.
Kharafi National
Work as Admin Officer for with the following responsibilities as the post holder from 1993 - 1996:-
• Making camp voucher to accounts department by counting the days of staying in the camp and charge the amount to the employee or division according to employee contract.
• Sending & vacating employees from camp by using the company forms and loading the staff using the camp into the system.
• Controlling Manpower residency renewal, transfer, visit visa issuance& cancellation, work visa issuance & cancellation, new arrivals arrangement for medical test in ministry of health upon arrival and processing their finger print.
• Arranging all company staff requirement at ministry with mandoup
• Updating the Data in Computer in company system & different Programs.
• Handling passports, giving employees their passports and receiving from them when they return it from personal work or from annual leave.
• Preparation of employee Civil ID issuing or renewal and sending the documents with company mandoup to PACI, later I will check the readiness of the civil id and ask mandoup to collect it.
• Filing company documents in archiving room in proper box file.
• Renewal or Issuing driving license & car registration book in ministry by controlling the data in the system and follow-up with mandoup.
• Giving passports to company representative for ministries formalities & Proceeding Residence Renewal, Transfer and Cancellation.
• Managing the reports of company staff residencies, License, Company accommodation, medical & finger print process.
Educational Background • Internal Quality Audit Course as in the year of 1999. • Microsoft office. • QSB Smart 2002 as in the year of 2002. • Training in ISO 9001 2000 VER as in the year of 2003. • Business Correspondence as in the year of 2003. • HR Policies 2004. • First Aid & Emergency care as in the year of 2004. • Effective Communication Skills as in the year of 2005. • Training in Filing system as in the year of 2005 • Participated in seminar titled: Introducing the new amendments occurred in the labor law for the private sector as in the year of 2010. • TUV ISO 9001:2008, ISO/TS 29001:2010, ISO 14001:2004 & OHSAS 18001:2007