Administrator
ASTAD Project Management
مجموع سنوات الخبرة :13 years, 3 أشهر
- Work closely with the Project Manager and responsible to filling the gap between the Project Manager and all other project related parties within the organization and external stake holders.
- Prepare Project Deployment Data as directed by Project Manager and update Resource allocations at Unifier.
- Applied PCIMS dashboard properties at Unifer to update Change Requests and QES data.
- Retrieve information and provide status reports as required by the PM and team members.
- Monitor Aconex (online document management System) and process incoming documents in a timely manner. Follow up with various discipline engineers to ensure accuracy of documents and deadlines are met.
- Assist in the preparation of EOI and Proposal documents for Education City Projects by co-coordinating with Project Manager, Technical and Commercial Team, End Users and various ASTAD disciplines.
- Prepare and update End User Presentations, Reports, schedule meetings and manage calendars, Take Minutes, draft letters to Contractor and Client.
Project Controls - FIFI Oracle based Project Performance Management System
- Review and analyze on FIFI (Intranet based Project Financial Management System) Time & Expenses incurred
against project budget estimates and cost centers.
- Review the project schedule with senior management and all other staff that will be affected by the project
activities; revise the schedule as required.
- Assist in the preparation of Detailed Work Plan which identifies and sequences the activities needed to
successful completion of the project
- Develop schedules for project completion that effectively allocate resources to the activities.
- Monitor and follow up with team leaders to ensure the project status report database audit status reports is
upto-date; chasing managers to update any corrective actions required and assist in the preparation of
monthly QES reports
Business Development
- Prepare bid/no bid intranet e-forms for the approval of senior managers for proposal/project initiation and
generate project numbers; maintain and update group Prospect Tracker (GPT) System.
- Receive EOIs and Requests for proposals (RFPs) for the Pre Contract/Post Contract Consultancy services from
the clients PWA, QP.
- Review Tender/Pre-Qualification documents to develop the structure of PQ/Tender submissions in line with
company’s approved proposal structure to meet with client requirement.
- Co-ordinate Business Development activities for the Infrastructure Projects/Prospects of pre-contract and post
contract consultancy and supervision services in both Government and Private sectors; organise/ schedule
meetings and appointments for company directors with clients QP, PWA, Kahramaa, , etc.
- Assist BD manager in the drafting and issuance of Technical and Commercial Queries and Request for
Information (RFI) from the Client and request Technical and commercial Proposals from Vendors .for various
PWA, QP Tenders and EOIs
- Assist in the preparation of Technical and Financial Proposals and compile documents for timely submission.
- Make sure that Project experiences/Capability statements specific to the project are included in the
submission.
- Arrange Bank Guarantees/Bid Bonds by co-coordinating with banks and monitor the expiry date to arrange for
the renewal of bonds as required by the client.
- Review submission documents and ensure quality and consistency according to as per client requirement.
- Handle Contracts and Tender Documents and co-ordinate with all respective disciplines for their inputs,
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Administration/HR
- Liaise with senior managers for staffing requirements and assist in the preparation of Job description and duty
statements. Upload job requisitions to company website and liaise with external agencies.
- Assist in the recruitment process, conduct initial interviews, shortlist candidates for manager’s review; update
employee requisition status in the web site; send regret/ acceptance letters; update organization charts.
- Provide admin support to senior managers for preparing reports, PP presentations, letters, organizing meetings
with clients/ vendors, preparing agendas, processing expense claims and purchase orders etc.
Regional Reporting - Projects Performance Management)
Projects Performance Management - EPICOR PROJECT MANAGEMENT
- Handle Financial Data and Reports on the company’s automated internet based financial systems -
EPICOR Project Financial Management systems and provide the reports to the PMs as requested.
- Review and verify expenses entered to each Project/and Overhead Estimates and transfer/reverse
expense/time input as required and make sure the costs are posted to the correct cost centers
- Provide regional systems training to project managers/support staff on project planning, project revisions,
timesheets and expense claims and monthly review of projects.
- Assist in the preparation of draft budget estimates of costs (labour costs, direct costs) and revenue for
new Projects and finalize with Project Managers and upload to EPICOR Financial Management systems.
- Review/analyse monthly projects reports (project profitability report, project summary report, monthly
review reports, debtors report, and Work in Progress reports) and advise Project Managers for any
variations from the approved budget estimate and revise the project plan as required by the PMs.
- Co-ordinate with BD and Project Management team to determine the resources (time, money,
equipment, etc.) required to complete the project and assist in the preparation of Budgets, Cash flows
and Milestone Schedules.
- Review the project schedule with senior management and all other staff that will be affected by the
project activities; revise the schedule as required.
- Assist in the preparation of Detailed Work Plan which identifies and sequences the activities needed to
successful completion of the project
- Develop schedules for project completion that effectively allocate resources to the activities.
- Enter invoices and expenses accruals through disbursement entry to the online system of SMEC Net
Business Development
- Organise/ schedule meetings and appointments for company directors with clients Public Works
Authority (PWA), MMAA, Kahramaa, Qatar Petroleum, Min. of Interior etc.
- Follow up with clients regarding the status of the bids submitted and for the retrieval of Bank Guarantees
for the bids not successful and completed projects
- Receive Tender /Pre-Qualification documents and distribute with BD team for their review and input.
- Assist the bid manager for drafting the Technical and Commercial Queries, RFIs to the client and Request
Technical Proposal and commercial Quotes (RFQ) from Vendors.
- Assist in the preparation of Pre-Qualification documents and Technical and financial proposals and compile
documents for timely submission.
- Arrange Tender bonds by coordinating with local banks.
- Organize and coordinate meetings for CEO, Regional and other senior managers with clients and stakeholders.
HR Administration
- Interact and co-ordinate with regional accounting staff in matters relating to invoices, cash sheets and
timesheets;
- Respond to staff with any queries on policy and procedures and liaise with senior managers to ensure that
any staff issues are dealt with and any grievance and disciplinary issues are acted on promptly
- Prepare employment contracts/offers in line with Qatar labour law and maintain employment records and
personal files. Coordinate recruitment and mobilization activities of newly appointed staff.
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- Prepare monthly report on employees’ accrued entitlements and salary revisions, updating staff direct
costs and sending to head office in Australia for reconciliation against local payments and to update their
records on direct labour costs (DLC)
- Monitor and update records of payroll, staff requirement for visa, medical, vacation, new recruitments,
visa expiry/renewal track list, travel records & exit permits
- Ensures all alterations made to the payroll are done based on the information provided and approved by
the supervisor and in accordance with the procedures and guidelines
- Provide organized, consistent, and effective coordination and administrative support to the Project Manager;
- *Provide assistance in preparing Agendas, Minutes of Meetings etc
- Co-ordinate with PM and team members and support the technical staff in preparation of reports, Power
Point presentations, correspondences etc.
- Register all the Project outgoing and received documents/drawings, notes, reports, minutes according to the
document control plan;
- Distribute and archive all project documents, correspondence etc. according to the agreed filing key.
MBA IN HUMAN RESOURCE MANAGEMENT