Office Administrator
ADNOC Gas Processing
Total years of experience :14 years, 11 Months
Raising systems and operations to peak performance levels through creative and hands-on leadership, meeting corporate, individual and departmental service standards, through excellent execution, monitoring and resource balancing skills.
Structuring & implementing innovative administrative policies/procedures to generate undivided commitment & dedication among the team, providing valuable insight, keen analysis and team approach to implement best practices to lead all activities;
Efficiently coordinating administrative support activities, personnel matters and general service arrangements to support the department. Communicating & following-up staff HR/payroll related issues with concern section.
Preparing daily reports and managing the administrative records according to procedures and policies on a regular basis, raising purchase requisitions & material requests in line with the approved budgets & phasing;
Planning and organizing meetings and visits while ensuring effective rendering of services to enable smooth flow of day to day operations. Proactively identifying scope for process enhancements for improved services.
Preparing correspondences including memorandum, facsimile & letters to other divisions & contractors as well as arranging the meetings, video conferences and creating agenda / minutes of meeting.
Overseeing and managing the correspondence with other external agencies and managing electronic and postal correspondence;
Assisting in the implementation of various cost-cutting initiatives within the allocated budgets in stipulated timeframes whilst managing entire gamut of activities across office management, operations and support management;
Assisting various sections of the department such as personnel (HR), general services & training/development in addition to the routine duties;
Maintaining high service standards and practices and exercising quality control in all areas of operations, honing and enhancing operational procedures for events alongside the existing team, including existing event suppliers, both internal and external;
Preparing administrative reports, presentations & proposals for various requirements with the accountability of providing seamless assistance to the Manager by providing support in manpower planning & recruitment functions.
Participating in several internal & external audits (ISO 9001-2015, 9001-2008 standards). Facilitating support to the Administration department in getting certifications & re-certifications. Also, ensured timely closure of all audit findings.
Responsible for managing employee’s medical check-up process, maintaining records of staff confidential documents, accommodation request for staff and verifying as well as processing staff leave applications and produce leave balance reports;
Documenting and updating administration procedures, processes, work instructions for all administration and facility upkeep functions, adapting the relevant corporate polices but adapting them for local use;
KEY CONTRIBUTIONS:
Achieved a reimbursement of USD 6, 141.14 and efficaciously corrected entries in the cost report in August 2017 by identifying and highlighting entry discrepancies in the OPEX Manpower Budget;
Involved in delivering significant reduction in the cost to the tune of USD 1, 613, 390 and over by identifying 48 employees from the division who were provided with company accommodation/related allowances while their family was not residing in the UAE (with or without visas).
Reviewed and reduced 60 catering related work instructions to 6 main procedures that made catering operating manuals look more efficient.
Played a vital role in acquiring ISO certifications & recertification (9001:2015) by maintaining adequate documents and presenting to auditors during internal and external audits.
Participating in the development of employees Annual Training Requirements process (Training Needs Analysis) by assisting the Line Managers.
Providing effective support in preparing personal development plan (PDP) for various non-technical job designations, which helped the new trainees (UAE Nationals) to start their development programs on time.
Adroitly preparing and presenting on-boarding induction programs for the newly recruited employees, trainees & internship students.
Working closely with the training section head in planning and coordinating numerous internal, external and OJT training courses for achieving a significant development of on-job skills in divisions personnel.
Adroitly preparing and presenting on-boarding induction programs for the newly recruited employees, trainees & internship students.
Maintaining adequate documents of the sections core processes and presenting to auditors during internal and external audits.
KEY CONTRIBUTIONS:
Holds distinction of providing effective support in preparing personal development plan (PDP) for various non-technical job designations, which helped the new trainees (UAE Nationals) to start their development programs on time.
Contributed in improving division Emiratization percentage by assisting the training section head in following trainees development plans and facilitating their integrations in the established position over the period of time.
Played pivotal role in achieving a significant development of on-job skills in divisions personnel by working closely with the training section head in planning & coordinating numerous internal, external and OJT training courses.
Provided effective assistance in creating technical library at the training centre, which gave trainees a source of reference guides while learning their on-job tasks.
Maintaining records of staff attendance through regular monitoring of biometric systems.
Preparing reports on routine HR activity to the Manager.
Processing staff leave applications and produce leave balance reports;.
Training of new employees through induction process & joining formalities.
Maintaining records of confidential documents, related to employees, patients and higher authorities, as essential for quality inspection purposes.
Arranging various subject meetings, and prepare minutes of meeting and follow-up on the action items with the required departments.
Communicating hospital maintenance issues with the concern section.
KEY CONTRIBUTIONS:
Decreased time and efforts by 20% by developing a more efficient/standardized Word database for forms, letters and documents;
Conducted fleet expenses analysis which identified major faults and tracked ambiguous expenses on fleet maintenance. Designed efficient KPI's which helped utilizing fleet more efficiently;
Supervised and effective reporting done to the Management about the staff attendance that reduced unauthorized absentees and sick leaves, say around 5%;
Assisted in creating an improved catalogue system for the patient’s data base.
