Technical Support Assistant
ADNOC Refining
Total years of experience :16 years, 6 Months
• Provide technical and administrative support to HSE Manager.
• Performed clerical & administrative tasks including email, drafting letters, memos, invoices, reports and other documents.
• Coordinate and schedule meetings and prepare necessary documents for the meeting.
• Prepared HSEMS-SAP report, e-WMS compliance status reports, and Weekly & Monthly Progress Reports.
• Prepare HSE Presentations like Training data status, Contractor man-hours, Permit to Drive Training Attendance, Safety induction attendance etc. for monthly HSE Performance report using Microsoft package (PowerPoint, Excel, Word).
• Recorded and prepared HSE Main committee Minutes, HSE Department subcommittee Meeting and ADNOC Contractors Project Managers Meetings.
• Organized all business operations related events i.e. team meeting, training session.
• Organized travel and hotel reservations for business trips.
• Read and analyze incoming Technical documents like Radiography, Road Closure, Permission for Extended Working hours, Provisional Acceptance Certificates & Final Acceptance Certificates, memo and emails, determine their significance and plan their distribution.
• Managed, organized and updated all ADNOC Refining HSE Department data in a centralized location like ADNOC Refining Drill Reports, PTW audits, HSE Inspections, Incident Investigations.
• Maintained a proper filing system of Corporate HSE Correspondence, VP SVP Letters and prepare response as directed by HSE Manager.
• Facilitate Focal Point in organizing HSE Campaign and trainings.
• Responsible for tracking of action items from finding aroused from different types of audits, inspection, incident investigations, Leadership HSE sites, drill reports, MoM, and ADNOC standards Gaps.
• Strong Follow-up of Action items assigned by HSE Manager to Team leaders.
• Maintained a database for ADNOC Standards Awareness Session, Behavior Based Safety Training, and Action items from findings from different types of audits, inspection, Leadership HSE sites, drill reports, MoM, and ADNOC standards Gaps
• Filing of documents in a systemic way and readily available to the Manager when requested. Manage external contacts and proactively understands who they are, who the primary contacts are, and keeping track of periodic communication.
• Complete critical aspects of deliverables and special assignments by establishing objectives, determining priorities, managing time, gaining cooperation of others, monitoring progress, problem- solving, making adjustments to plans Plan, coordinate.
• Organizing in a systematic way to complete a broad range of administrative tasks
• Controls and manages supply related items.
• Ensured that all the relevant documentation are registered / maintained (like CICPA passes, Vehicle Registration, Fleet Maintenance record etc.)
• Develop Photocopies / Binding and transmitting of documents.
• Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution to the Project Manager.
• Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions etc.
• Responsible for Control/Track/Issue of complete project documentation such as incoming and outgoing correspondence, site instructions etc.
• Set up/assist document control filing system.
• Coordination with the respective Project Managers, Secretaries and other staff to ensure correctness of the records.
• Successful closeout and handover of documentation as required by line manager
• Maintain time and attendance records of the transport staff in the Project Office.
• Prepared Weekly and monthly activity reports for fleet and employees.
• Drafted various correspondences and responses to queries.
• Assisted drivers in the preparation of overtime sheets, accident claims and other reports
• Followed up on all request, vehicle-related permits and documents
• Assisted in the preparation and compilation of reports
• Processed the payment of contractors' invoices and monitor payments as received from HQ.
• Prepared presentations as assigned and submitted reports on time.
• Assist Site office administration
• Regular periodic backup (electronic copy) of project documents
• Other duties as requested from time to time.
• Completed job functions on computers using online communications, spreadsheets, word processors, and other automated tools
• Attended school-related events on weekends and evenings
• Prepared for the upcoming school year during the summer
• Performed day to day banking, bookkeeping and general accounting duties including receipting and ordering.
• Assisted the Principal with end of year financial procedures by way of computerised/manual systems.
• Drafted of routine Correspondence
• Maintained filing, indexing or record systems.
• Operating and caring for office and/or classroom equipment and machinery.
• Arranged quotations for the purchase, maintenance and disposal of office and classroom equipment
• Arranged quotations for maintenance
• Used computer based programs/systems to design, layout and print school publications and learning materials.
• Serviced school committees including processing and distribution of minutes.
