جوانا بيسنار

DUTIES:
 Handling incoming/outgoing documents such as cash
request, cheque request, bank transfer request, payment
certificate and FFSA from a different department, site
offices, clients, sub-con and suppliers.
 Provide support to manager, chef accountant and
accountants by handling a variety of tasks in order to
ensure that all interactions between the organization and
others are positive and productive.
 Handling office tasks, such as typing, filing, generating
reports and reordering supplies.
 Maintain polite and professional communication via phone
and e-mail.
 Received and upload contracts in Dhareeba portal.
Job description: SECRETARY for FD (1 month)
 Acts as liaison between the Finance Director, subordinates
or others, by transmitting directives, instructions and
following up on the status of assignments.
 Prepare bank submission every start of the day.
 Prepare invoices, cheque deposit slip, bank documents
like intimation of arrival, tender bond guarantee and
murabaha letter.
 Answering and forwarding incoming phone calls to FD.
 Carrying out all the clerical duties.
 Schedule or confirm sub-con appointment for meeting and
maintain FD’s calendar.

ADMIN / OTHER WORKS:
➢ Answering and forwarding phone calls.
➢ Calling applicants and assist them either to PM or GM for the interview.
➢ Routing memos, emails or reports.
➢ Checking site attendance by calling every day and send report to General Manager thru email.
➢ Prepare weekly Progress Report draft by the Engineer’s and sends to the General Manager.
➢ Maintain office supplies and office equipment by checking inventory and order items.
➢ Sending RFQ for materials or sending materials for repair.
DOCUMENT CONTROL WORKS:
OUTGOING DOCUMENTS:
➢ Controlling and prepare the reference number for correspondence, document transmittal, drawing transmittal, WIR's, MIR's, RFI, etc...
➢ Encode a letter draft by Engineers for Project Manager’s Review.
➢ Log in the Excel for Outgoing Documents.
➢ Burning a CD for the softcopy of the drawings (PDF & CAD File) for submission to be attached in the Transmittal/Letters. (If necessary).
➢ Before we submit we stamp (ISSUED Date) the documents prepared copies.
➢ Submitting documents to the client thru driver or thru Email.
➢ Scanned all Transmittal or Correspondence before we submit.
INCOMING DOCUMENTS:
➢ Receiving Documents from Client stamping with Date and Time.
➢ Scanning the received Documents/Transmittal from Client or Consultant.
➢ Saving the scanned Documents/Transmittal in the Server in sequence.
➢ Encode in the Excel Log for the incoming Documents.
➢ Filing the Hard Copy in Sequence by Reference number.
➢ Archiving all old Files / above 6 months in the Box by Sequence.