Global Mobility Consultant / Office Coordinator
Airswift
مجموع سنوات الخبرة :7 years, 10 أشهر
On boarding of New Employee/Candidates
•Prepare employment contract of selected candidates
•Initiate and monitor pre- mobilization requirements of selected candidates
•Communicate visa requirements to new employee upon acceptance of offer
•Coordinate visa application with PROs upon receipt of complete requirements
•Confirm joining date of new candidates to respective manager and client upon receipt of visa
•Prepare all necessary arrangements before arrival of new employee (if applicable), i.e. flight, temporary accommodation, airport pick-up, meet and greet and orientation book.
•Request settling in-allowance and accommodation cheque for new employee (if applicable).
•In country orientation of newly hires and go through timesheet and expense claim preparation, payroll schedule and procedures, visa formalities, long term accommodation and transportation to work options.
Exit Process for Leavers
•Communicate exit process to employee one month upon receipt of resignation / termination letter.
•Coordinate with PRO for cancellation/transfer of visa of leaving employee
•Prepare draft calculation of final settlement for payroll processing
•Request release of final payment once clearance of leaving employee is confirmed
•Follow-up new visa for employees staying and transferring to new job in UAE.
•Health and Life Insurance
•Add new joiners to health and life insurance
•Cancel health and life insurance membership of leaving employees
•Collect requirements and add employees’ dependents to health insurance
General administrative tasks
•Prepare requested letters
•Prepare and maintain HR employee files
•Create AEC profile for new employees
•Send notification and list of requirements to employees for the renewal of their visa and work permit
•Maintain Employee Visa and Work Permit List
•Provide ongoing support and respond to employees’ inquiries regarding policies, procedures and programs
•Check and provide initial approval of invoices in Purchase Log.
•Accurately maintain files and databases.
•Implement customer feedback process.
•Submit reports as required.
•Constantly researching and updating material and information for the department (eg. Service apartments, car rentals, attestation companies, etc).
•Works closely with vendors and other suppliers to ensure appropriate service levels are met in support of global mobility goals.
•Day to day driver/PRO management.
•Day to day management of the Dubai office necessary to support the operation such as but not limited to answering phone calls and support regional finance team (Qatar) by coordinating some aspects of Dubai office related tasks. These includes petty cash management, purchase orders, banking and timesheet/invoicing support on certain clients.
•Ad hoc requests to support the operation.
Travel Administrator
• Book and track all personnel required to perform blood tests for travel with the DHA Clinic in Dubai, UAE
• Assist the Driver with the personnel required to perform the blood test for
• Prepare of all visa / blood stamp documentation to the Iraq Travel Team to ensure full compliance of entry visas / certification and permits for accessing the various camps
• Liase with the Travel Desk for incoming / outgoing personnel into Iraq
• Book flights as per the travel request form from information received from all candidates for travel to/from Iraq
• Schedule medical appointment for Medical Fitness to work in remote areas and blood test for Iraq Exit Visa.
• Arrange blood test appointments and attestation of blood test to UAE Ministry of Health and Iraq Embassy to apply exit visa
• Apply Multi Entry and Single Entry Visa for Iraq ad UAE
• Monitors staff and contractor’s rotation schedule
• Arrange flight ticket, hotel and car service for rotators and visitor to Iraq
• Request and coordinate Personal Security for Iraq travelers.
• Provide regular reports and updates to the management, highlighting key actions, progress against schedule and areas of concern.
Sep 2009 - Sep 2012 Lamprell Energy Ltd, JAFZA, UAE
Lamprell with over 40 years’ experience, is a leading provider of fabrication, engineering and contracting
services to the offshore and onshore oil and gas and renewable industry
Assigned to ConocoPhillips (Client Department)
Administrative Assistant
Jasmine Living Quarters Project
Feb 2011 - Sep 2012
ConocoPhillips is the world’s largest independent exploration and production company, based on proved
reserves and production of liquids and natural gas.
Role and Responsibilities:
· Support staff in assigned project - work based.
· Set- up and coordinate meetings and conferences.
· Attend meetings as requested in order to record minutes.
· Assist with overall maintenance of the organization and its offices.
· Collect and maintains inventory of office equipment and supplies.
· Research, price and purchase of office furniture’s, stationeries and QC equipments.
· Maintain confidentiality in all aspects of client, staff and agency information.
· Interacts with clients, vendors and visitors.
· Assists the Document Controller in downloading drawings at Livelink+, transmitting answered
Technical Queries, sending Site Instructions.
Assigned to Saipem Energy Services (Client Department)
Project Secretary
FPSO Aquila Phase II Project
Sep 2009 - Feb 2011
Saipem Energy Services are one of the global leader in drilling services, as well as in the engineering,
procurement, construction and installation of pipelines and complex projects, onshore and offshore, in the
oil & gas market.
Role and Responsibilities:
· Receives all the incoming correspondence and responsible for logging or recording with its own
codification and sequential number.
· Responsible for distributing original letters, minutes of meeting as per Project Manager’s
instruction.
· Booking meetings in the conference room.
· Handles all the timesheets, telephone bills, expenses, and etc. of personnel.
· In- charge in receiving and submittals of Technical Queries, Change Order Proposal, Subcontract
Agreement, Shop Drawings and other technical documents and all types of correspondence.
· In- charge in receiving and checking timesheets for Time and Material Labour and Equipment and
send to Contracts Department.
· Assist all clerical positions as deemed necessary.
· Maintaining filing system.
• May direct and review the work of a small office staff on a project or day to day basis; may train staff in work procedure.
• Preparing letters like LPO’s, Inquiry and reports.
• Preparing commercial invoice, packing list and packing details for shipping of machines and equipments.
• Checking invoices and delivery reports.
• Updates/maintains/safe keeps 201 files and service records of all employees.
• Performs typing, photocopying, distributing, recording and filing of all documents
• Answers telephone and greet visitors, direct calls to appropriate staff or takes messages; makes referrals to other agencies or departments; and schedules meeting and conference rooms.
• Provides office administrative support to management, supervisory and professional staff including maintaining calendars, transmitting information, following-up on projects and ensuring that appropriate staff coverage is maintained.
• Air ticket reservation or booking through phone and email when a guest is expected to come or when someone will take his/ her vacation.
• Maintaining accurate records and files
• Ensures that employee timesheet data submitted and payments made are correct; and other payments
• Performs other duties of similar nature or level.
Computer applications Managing records Accounting Business and technical writing Business fundamentals Modern office procedures