Senior Admin Officer
Dubai Electricity and Water Authority
Total years of experience :26 years, 0 Months
• Manage administration tasks for department meetings, including compiling agendas, recording minutes and drafting correspondence based on meeting outcomes
• Working on SAP System on Employee’s Attendance, Overtime, Viewing Budget Modules
• Well coordination assignment between departments under super-department based on SLA to complete the task on time
• Handling all incoming and outgoing correspondence on TMS (Tracking Management System) and distribute the documents through TMS.
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• Monitoring TMS and report to VP
• Coordination for training by HR Dept. / Internal Department
• Maintain Manpower data with updated records of vacancies, staff details, departmental as well as sectional organization charts etc. in order to ensure availability of updated reports to the management
• Coordinate recruitment activities in order to fill any vacant positions as per manpower requirement with suitable candidates time to time
• Coordinate Admin/HR issues with concerned in order to meet the administrative/HR requirements of various sections in the department
• Coordinate all HR related issues within the department against requests from HR/Divisional offices for providing timely action/information
• Coordinate preparation of SMART Objectives, annual performance appraisals of all staff in the department
• Coordinate preparation of Admin capital and Manpower budgets and ensure follow up with concerned dept./sections to initiate timely action for utilization of approved budget.
• Handling VEHICLE MAINTAINING SYSTEM (VMS) which is containing all vehicle details including USERS, ACCIDENT CASES, FUEL CARD, SALIK, VEHICLE REGISTRATION, INSURANCE, Etc.
• Based on VMS and Vehicle condition, arrange to send old / repair vehicle to Garage for RMCE (Repair Maintenance Cost Estimation) preparation and budgeting for new vehicle against TOTAL LOSS VEHICLE during budget
• Coordinate Award nominations for DGEP, DEWA and TP Division awards by ensuring DGEP, DEWA and TP criteria respectively
Maintaining employee database and arrange to provide manpower to the independent packages as per the project requirement.
Oversaw all administrative and financial personnel.
Co-ordination between the packages
Raise MMR (Manpower Mobilization Request) for PMC (Project Management Consultancy), Third Party Inspectors based on EPC CONTRACTOR’s Activities.
Prepare Manpower Mobilized/Demobilized Report & Submit to SPM weekly and monthly basis
Handling regular administration task such as incoming and outgoing correspondence to and from across PACKAGES, EPC CONTRACTOR & PMC and maintaining log report for entire correspondence.
Preparing Project Presentation for MONTHLY PROJECT EXECUTIVE MEETING by incorporating up to date information from PMC & CONTRACTOR.
Maintaining Vehicle record and Transport arrangement for staff
Involvement to arrange new / renewed gate passes for our staff from Critical National Infrastructure Authority (CNIA) gate pass after obtained approval from CLIENT (TAKREER)
Writing Letter / Memos to PMC/EPC CONTRACTOR/INTERNAL PACKAGES as directed by Senior Project Manager
Handling and process follow-up of all matters that comes in from Head Office
Distributing received task from HO to amongst staff and arrange to complete on time
Entire responsibility of all office ASSETS
Keeping adequate and up-to-date information on all aspects of office operations including Infrastructural facilities
Ensuring that zonal offices are adequately informed of all policy matters that affect their conducts and following up to ensure compliance.
Prepare and submit periodic (monthly) report to the management including the evaluation of achievements so far against set targets
Ensuring cordial and mutually re-enforcing relationships with the departments in HO
Handling any other task & responsibilities that may be assigned by the management from time to time
Make necessary accommodation and transportation arrangement for HO staff who is coming from HO for meeting purpose
ACHIEVEMENT :
• Wrote Macro Program in MS-EXCEL for Computerized Monthly Attendance Staff Sheet which has been done manually earlier
• Involvement to obtain ISO Certificate by preparation of necessary documents
RESPONSIBILITIES:
• Maintaining & handling of manpower / personnel information confidential
• Accommodation & Transportation arrangements for Staff
• Arranging transportation for material collection from Vendor and delivered material to various Site
• Handling official correspondence and maintaining log for the same
• Assisting to Design department to prepare BOQ
• Involvement on preparation of quotation and keep the track of it
• Assisting to Accounts Dept. to raise and clear invoices to CONTRACTOR and SUPPLIER respectively as per AGREEMENT
• Maintaining of tender documents, supplier quotes, prepared tender quotes confidentially
Maintaining of computers and network
Collaborate with Systems Engineering for upgrades to operating systems, hardware, etc. Conduct testing and development of disaster recovery plans to detect faults, minimize malfunctions, and back up systems
Testing and verifying the physical computer components and support peripherals to ensure that they meet specifications and requirements by analyzing and recording test data
Monitoring the function of equipment and make necessary modifications to ensure the system's operations conform to the needs of the business
Select hardware and material so as to assure compliance with specifications and product requirements
Resolves problems by issuing corrective instructions; consulting with coworkers and vendors.
Improves programs by notifying programmers of problems; making recommendations
Repair, Install and replace various computer parts and peripherals. Performed regularly scheduled maintenance on all computer hardware.
Schedule repair and maintenance visits without disrupting normal business practices.
Order and maintain a supply of replacement parts and hardware.
Installation of all hardware equipment and troubleshooting. Responsible for assisting other employees with all hardware issues and problems.
Build and maintain company Networking systems.
Lecturure of computer software