Board Secretary & Office Manager for Chairman & MD
Afras Trading and Contracting Company
Total years of experience :18 years, 2 Months
Being the board secretary and office manager for Chairman and MD, I am engaged with a variety of responsibilities e.g. travel arrangements for Chairman, MD & Deputy MD, arranging business meetings, reviewing all documents require top management approval, preparing company correspondences, communicating government authorities as directed by top management, keeping an accurate and easy to access filing system and motioning the company various accounts on governments e-service websites.
In addition to office manager routine work like handling the GM calendar, drafting of correspondences and keeping an accurate filling system, it was my duty to audit all bank transfers require GM approval and processing all company employees letter requests raised on the company portal
Qatargas is the largest LNG producer in the world with its headquarters in Doha. My duties involve, but are not restricted to, the following
- Devising and maintaining office systems, including data management and filing
- Preparing and reviewing policies, procedures and post orders adhering to the company standard format
- Scheduling meetings and taking comprehensive minutes of meetings
- Preparing presentations of section activities for management review
- Assisting in setting objectives along with relevant KPIs for company staff
- Generating periodical performance reports based on the staff productivity
- Reporting and following up the building maintenance issues with the maintenance team
- Controlling the leave schedule for the staff
- Reviewing the staff attendance time-sheets
Achievements:
- Participated on determining the required different access control systems implemented in the tower e.g. Lenel, Honeywell Cardex and ANPR. My role was to search the local and regional market, call vendors for meetings and prepare comprehensive outcome of such meetings to help the decision maker to choose the best systems.
- Actively participated on workshops and meetings that aimed to come up with an emergency response plan for the tower as Qatargas was the first tenant of the tower
Working closely with Qatargas Head of Security gave me the chance to be in direct contact with top management within Qatargas and government authorities. My duties involve, but are not restricted to, the following
- Organizing and maintaining Head of Security diary
- Organizing, calling for, attending and taking minutes of meetings and ensuring the Head of Security is well prepared for meetings
- Handling incoming calls, emails, and faxes
- Producing documents, briefing papers, reports and presentations
- Managing department documents by setting up an electronic archive
- Setting an adequate electronic based filing system for the department
- Preparing a variety of correspondences, memorandum, reports and other documents from copy or rough draft and composes routine correspondences with translation to Arabic when required
- Preparing and coordinating of the department events Follow up the implementation of various administrative/operational decisions issued by the Head of Security
- Assisting on drafting and formatting of policies and procedures as per the company standard, Keeping an update record of the department activities
- Generating performance reports for departmental knowledge
- Acting as a liaison for the Head of Security and security department with other divisions, departments and outside agencies and authorities
I was responsible of the company Guarding Division administration activities that included but not limited to the following:
- Keeping an update record of 2400 employees
- Preparing manpower strength reports showing the number of clients and distribution of manpower on those clients
- Being involved in decision-making processes
- Following up the implementation of various administrative/operational decisions issued by the Guarding Division Manager
- Processing staff annual leaves and end of service including the flight booking and staff benefits
- Responsible of the data entry of the time sheet of the entire Guarding Division employees (2400 personnel)
Achievements
Led the project wherein all department activities and records were converted to electronic formats
4 years bachelor degree in English Language and literature