Muostafa Ibrahim

As the Administration Manager, I oversee all administrative affairs and government relations within the company, ensuring that all official transactions are executed in full compliance with Qatari laws and regulations, and to the highest standards of accuracy and efficiency.

My key responsibilities include:

- Supervising all Ministry of Interior transactions, including the issuance and renewal of residence permits, entry and exit permits, cheque complaint filings, QVC issuance, Civil Defense certificates, vehicle and driving licenses, as well as establishment registration and renewal services.

- Following up on Ministry of Commerce and Industry services through online systems such as Single Window, including the issuance and renewal of commercial registrations, trade name changes, and comprehensive data amendments for companies.

- Managing Ministry of Municipality transactions, including contract registration, advertisement license issuance, building permit requests, renewal of industrial contracts, and activity license approvals.

- Responsible for managing all Ministry of Labor services, including applying for new labor approvals, amendments, and renewals, as well as attesting employment contracts, and renewing the general labor license required for residence permit renewals. Also handle labor complaints, updating establishment statistics, and processing employer change requests within the local labor market, ensuring full compliance with Qatar Labor Law and maintaining strong coordination with the ministry’s online systems.

- Coordinating with the Ministry of Public Health regarding the licensing of medical facilities and pharmacies, and the renewal of health cards for medical staff.

- Liaising with the Legal Department on cases and claims, and reviewing and preparing contracts in line with applicable legal and procedural regulations to protect the company’s interests.

- Overseeing Waste Management and Municipal Services, including container requests and general sanitation coordination with relevant authorities.

- Supervising the company P.R.O, assigning external transaction tasks, and monitoring progress to ensure accuracy and timely completion.

- Managing tenant requests and coordinating with them regarding contract registration and attestation with the relevant authorities.

- Preparing official letters and correspondence addressed to various government entities as required.

- Providing support and guidance to internal departments to ensure administrative integration between the Finance & Accounting Department and the Legal Affairs Department, enhancing efficiency and unifying internal procedures.

Project ID: C819 ATM# 2019/0025026/5

In my role on Project C819, I managed key communications with government authorities, including the Traffic Police Department, Municipality, Ashghal-PWA, Ashghal O&M, and Kahramaa. This involved bilingual (Arabic and English) communication, leveraging my deep understanding of Qatari culture to ensure seamless project alignment with local standards.

Key Responsibilities:

Oversaw the QPRO-3 system for initiating and tracking Road Openings (ROs), permits, and Traffic Diversion Plans (TDP) approvals, as well as QDRS, MME, and SIS-related processes.
Drafted and translated official correspondence between stakeholders, maintaining clear and effective communication channels across all entities.
Proactively monitored updates to instructions and legislation issued by stakeholders, ensuring project compliance with the latest guidelines.
Coordinated and prepared Minutes of Meetings, supporting project documentation, data collection, and the organization of stakeholder meetings.
Assisted in launching a public relations program for the project, overseeing the design, printing, and distribution of notices, flyers, and other public communication materials (with client approval).
Engaged in public relations efforts, managing interactions with the public about ongoing construction, handling and resolving feedback, conflicts, and complaints from residents affected by the project.
Regularly visited impacted residents, providing progress updates to the Project Manager and addressing community concerns in alignment with project goals.
Maintained the Complaint Register for Project C819, ensuring all public and resident concerns were documented, classified, and prioritized for resolution.
Identified and prioritized key stakeholders, ensuring efficient conflict resolution and fostering positive relations throughout the project’s day-to-day operations.

I lead the First Day Induction program, taking full responsibility for orienting new hires and ensuring a
seamless onboarding experience. This includes comprehensive support in coordinating travel, assisting
with bank account openings, arranging accommodations with the housing department, processing
work permits, and securing familyvisas through the immigration department.
Key Responsibilities:
 Skilled in obtaining new employment visas and work permits for expatriate employees, as well as
monitoring and renewing residence permits for both employees and their dependents.
 Ensure data accuracy across all systems, including the Human Resources Information System
(HRIS), and oversee the timely processing of employee residence permits.
 Prepare staff contracts for approval by the Chief Administration Officer and address new hire
inquiries regarding their contracts.
 Organize business travel arrangements, including flights, accommodations, and visa processing
to guarantee smooth, stress-free trips for employees.
 Efficiently take and manage notes during formal meetings, including disciplinary, grievance, and
redundancy meetings, while addressing and escalating inquiries as necessary.
 Prepare service letters in both Arabic and English, including salary certificates, no objection
letters, and other required documentation.
 Track annual and sick leave in the system, maintain organized files, and ensure employees adhere
to permitted time frames.
 Provide assistance with complex medical and police procedures in sensitive cases, such as
employee loss of life.

Information Management:
- Receive, file, classify, consolidate, and summarize documents and information.

- Maintain records of processed documents according to standard procedures for management use.

- Compile various regular reports, memos, etc., following standard operating procedures for management reference.

- Prepare and compile departmental papers/documentation promptly, ensuring completion in a timely manner.

- Maintain a filing system, including a master file classified in chronological order.

- Ensure that all documents and information are processed accurately and in a timely manner.

Personnel:
- Keep track of annual leave and sick reports by maintaining continuous follow-up in the system.

- Coordination with the delegate for related Legal/Immigration works related to QIDs of the staff.

- Support generalist team and the specialist HR functions (Reward, Recruitment and Learning & Development) through report production and data analysis.

- Maintain files and ensure employees adhere to allowed time frames.

- Manage employee attendance.

- Ensure compliance with company policies and procedures.

Document Handling:
- Handle important documents such as certificates and personnel files.

- Ensure that all documents, certificates, etc., are processed correctly and in a timely fashion.