Lama M Zarif

Gained practical experience in handling a full range of "Secretariat Functions" including managing the day-to-day operations of the office, organizing and maintaining files and records, planning and scheduling meetings and appointments, preparing and editing correspondence, reports, and presentations, making travel and guest arrangements, providing quality customer service and working in a professional environment and expedited telephone calls and correspondence.

o Recording office expenditure and its budget.
o Planning, organizing and controlling the entire office administration.
o Performing book keeping processes and organize the storage of data.
o Maintaining & developing the office filing systems both on paper and on computer.

O Manage the Ambassador’s office (including coordinate and distribute all classified and unclassified material in and out of the office, screen phone calls and visitors), provide timely and responsive administrative support, and travel program arrangement.
o Organizing meetings, attending them and taking minutes. Arrangement and Maintenance of the Ambassador’s diary and program of appointments. Arrangements for visiting Ministers, Parliamentarians and officials. Assist with coordination of public diplomacy events of National Day.
o Prepare for Delegation’s visit, programming, and scheduling along with booking rooms and meeting facilities. Organizational assistance in the Embassy's protocol matters.
o Translation of written and electronic correspondence in English and Arabic.
o Receive, direct, relay telephone messages, and fax messages. Handling incoming and outgoing calls, telephone switchboard operation. Respond to public inquiries.
o Maintain the general filing system and file all correspondence. Provide word-processing and secretarial support.
o Use a variety of software packages, such as Microsoft Word, Outlook, PowerPoint, Excel, Access, etc., to produce correspondence and documents. Direct the public to the appropriate staff member.
o Reception of visa section’s clients. Administrative handling of incoming and outgoing visa application, registration of visa fees, assistance in other consular cases, and Information service.
O Filing and sorting of documents, information search, Data entry, greeting of visitors, writing, and mail management. Continuously maintains, adjusts and monitors the Executive calendar; coordinates, arranges, and confirms meeting; screens requests for appointments; coordinates, schedules; makes and confirms travel arrangements. Draft communication, transcribing, editing and maintaining files and other records.

o Attend the phone calls, emails and faxes from individuals seeking non-immigrant visa’s interview appointments. Record required information in the section’s RDS computer system, transfer those records into the NIV computer system, provide daily appointment information to the NIV Chief and print appointment schedules for each day.
o Continued to work with the Information Technology staff to be sure that the appointment system is properly functioning at all times and availability of the required applicant biographic information.
o Attend phone calls, emails and faxes from individuals seeking non-immigrant visa interview appointments. Handled the required information in the internal computer system, transferred those records and provides daily appointment information in the chief.

o Receiving all incoming calls and ensuring their distribution to the relevant employees
o Welcoming visitors to the office and making sure they were comfortable and looked after
o Dealing with all enquiries and resolving any problems over the phone or in person
o Organizing the hospitality requirements.
o Maintaining the high presentation standard of the reception area
o Efficient running of the main switchboard.