Administrative Reporting Manager in Dubai Branch
Non-profit Association “Vivere” (Switzerland)
مجموع سنوات الخبرة :22 years, 4 أشهر
• In collaboration with local partners o the Vivere in UAE to draft and finalize short term reports, midyear and annual reports of the project to be submitted to donor organizations;
• Work on the case stories wording, drafting and structuring in line with the respective templates and standards of the donor organizations;
• Work on the new grant applications with the team and support the team with the drafting, wording and the editing of the respective grant applications in order to be submitted to donor organization in timely manner;
• Provide other administrative support as requested;
• Support the team when it is required.
HR Business Partner, Different Companies and Individuals (part time as a freelancer):
• Work on the presentation of the business ideas to be presented to investors;
• Prepare draft vision, mission and the action plan of the new opening business companies and follow up it with the client;
• Work on the organizational structure of the newly opening companies (for example, recently worked on the presentation and structure of the newly opening company on fashion and style) analyzing the initial budget availability and applying it into action plan;
• Provide full HR services when it is required (job analysis, preparation of job descriptions, new job openings, providing full recruitment services and on boarding);
• Use existing HR database for new positions;
• Working on HR strategy and procedures/manuals based on the company’s strategical vision and mission and structure;
• Other tasks as required.
Administrative/HR duties:
• Be the point of contact to DIFC Government Services in terms of new employee registration, visa processing, medical test organization and other HR related duties;
• Be the first point of contact for all HR-related queries
• Administer HR-related documentation, such as contracts of employment
• Ensure the relevant HR database is up to date, accurate and complies with legislation
• Organize and coordinate the recruitment process
• Liaise with recruitment agencies
• Set up interviews and issue relevant correspondence
Executive Assistant duties:
• To report to the Chief Executive Officer and the Chief Financial Officer
• To coordinate and organize meetings and communications
• To organize the travel itinerary of the executive level
• To carry out any/all event planning and coordination for meetings, conferences
• To maintain a good work relation with travel agencies and different firms dealing with the Company
• To assist the Compliance Officer/ Company Secretary in the day to day work.
• To prepare Travel Expense Reports
• To support the senior managers as they require
• To prepare power point presentations and correspondence in English and Russian
• To maintain proper filing system
• To facilitate to day to day management of the office
• IT coordinator
• To handle vendors, suppliers, landlord and service provider contracts
• Any other given duty
• Plan, develop and implement strategy for HR management and development (including recruitment and selection policy/practices, discipline, grievance, counselling, pay and conditions, contracts, training and development, succession planning, moral and motivation, culture and attitude development, performance appraisal and quality management issues)
• Establish and maintain appropriate systems for measuring necessary aspects of HR development
• Monitor, measure and report on HR issues, opportunities and development plans and achievement within agreed formats and timescales
• Manage and develop direct reporting staff.
• Manage and control departmental expenditure within agreed budgets.
• Liaise with other functional / departmental head so as to understand all necessary aspects and needs of HR development, and to ensure they are fully informed of HR objectives, purpose and achievements.
• Maintain awareness and knowledge of latest HR development theory and methods and provide suitable interpretation to directors, managers and staff within the organisation.
• Contribute to the evaluation and development of HR strategy and performance in co-operation with the executive team.
• Ensure activities meet with and integrate with organisational requirement for quality management, health and safety, legal requirement, environmental policies and general duty of care.
• Audit and authenticate all documents related to legal, salary statements and distribution, policies etc.
• Develop and Maintain healthy relation with Govt. and Non Govt. Organistions for better and fast functioning of organisation.
• Plan for employee’s performance appraisal; develop tools for appraisal, job evaluation and development.
• Plan and direct for Training of employee including senior managers, maintain contact with outside resources for training.
Achievements: As an HR Manager I supported the Chairman of the company in organizing and developing company strategic plan along with the presentation of the strategic plan to the Board of Directors. My main role was to collect necessary data to be introduced to the Board of Directors, prepare structured presentation (draft) and support in drafting vision, mission and objectives of the company along with the expected results for 5 years.
Drafted and submitted to the approval of Chairman the Organizational chart as well as developed HR strategy of the company including employee handbook, respective forms and applications and SOP.
Prepared all the Job Descriptions in line with the organizational chart and organized recruitment process according company policy and procedures.
• Provided strategic direction and management of the HR Unit;
• Oversee the implementation of Human Resources programs through Human Resources staff. Identified opportunities for improvement and resolves
• Conducted ongoing staff development and personal growth planning for staff;
• Coordinated Place to Place survey (P2P survey) for expats of the organization;
• Coordinated and organization of the Language Proficiency Exam (LPE) for the whole UN agencies in the country;
• Was responsible for organization, coordination and smooth operation of the Country office internal audit for 2009-2010 (HR unit received “satisfactory” as per results of the audit);
• Coordinated payroll process within CO in close collaboration with UNDP Finance Unit;
• Conducted trainings for new coming staff within the CO;
• Reviewed, adjusted and applied new HR rules and policies for CO standards of operating procedures in accordance with the corporate policies and guidelines and smooth implementation of them during day to day business, as well as conducting introduction trainings for CO staff and project personnel;
• Organized salary surveys, benefits and compensations;
• Developed and administered programs, procedures, and guidelines to help align the workforce with the strategic goals of the organization.
Achievements:
• Successfully completed the UNDP CO Internal Audit for 2009-2010;
• Successfully completed the P2P survey;
• Successfully completed the LPE;
• HR team under my supervision received the nomination of “The best team of the year” in Recognition Awards in 2010 organized by UNDP CO.
Managed the overall provision of Human Resource services, policies, and programs for the entire company.
Responsibilities included: Recruiting and staffing; organizational and space planning; performance management and improvement systems; organization development; employment and compliance to regulatory concerns; employee orientation, development, and training;
Administrative area:
Checked telephone bills monthly and trace private phone calls. Arrange that person is charged;
Produced overviews, lists etc.
Checked the received stationary for office and keep records on the use of these supplies;
Monitored in the “daily workbook” the absence and/or lateness of National Staff;
Indicated the movement of all international and national staff within Uzbekistan and abroad on the white board with a maximum of four weeks forward planning;
Provided office drives (on the white board) with information about the time of staff and guests arrivals and departures during the coming day;
Applied for visas for international and national staff;
Obtained visas in Embassies in Tashkent;
Up-dated the information of visas, accreditation and exit visas overviews for national and international staff monthly;
Processed all administrative matters;
followed-up labor contracts, DDS orders and etc;
Prepared payment requests and contract of terms for finance department;
Coordinated with various staff for operational support activities of the unit;
Served as a liaison between departments and operating units in the resolution of day-to-day administrative and operational problems.
Provided administrative/secretarial support for various departments/divisions such as answering telephones, assisting visitors and resolving a range of administrative problems and inquiries.
Operated desktop computer to compose and edit correspondence and memoranda from dictation, verbal direction and from knowledge of policies of established departments/divisions; prepare, transcribe, compose, type, edit and distribute agendas and minutes of numerous meetings.
Scheduled and coordinated meetings, interviews, appointments, events and other similar activities for supervisors, which also includes travel and lodging arrangements.
Translation of necessary documents into Russian/Uzbek/English and vice-versa;
Work with visitors, answer to their questions as far as program issues concerned. Conducting consultations to grant applicants about program issues. Preliminary work over the projects before giving to the program Expert Committee and Board Members of OSI-AF;
Preparation of program payment requests, but don’t have a financial responsibility
Conducting a base data of the program;
Organization of meetings, also Expert committee meetings; conducting expert committee meetings’ protocol; writing memorandums for Board session on presented projects and grants with recommendations of the Experts Committee.
- Writing grant letters to organizations and individuals who are received grants; and further work with grant receivers on information gathering about grant receivers’ organization.
- Assist in further tracing of project progress;
- Organization of recruitment process for new opened posiitons within the office;
- Dissemination of Vacancy announcements in local mass media and within international organizations;
- Other duties as requested.