Senior Assistant in the Treasury & Investment Department, External Portfolio & Analysis Division
Arab Monetary Fund
Total years of experience :25 years, 3 Months
- Printing and distributing the emails to the relevant divisions
- Use typing, shorthand, PC skills for transcribing from written notes and prepare reports, memos, letters, presentations, on Word, Excel, Power point and/or presentation software
- Prepare an annual leave roaster for the Department and the weekly meetings for the Departments
- Sending and receiving couriers
- Organize, attend meetings, Compile, transcribe, take dictation and distribute minutes of meetings
- Organizing schedules of the meetings
- Maintaining the filing system
- Daily reading and updating the latest media and news
- Meeting and greeting visitors at all levels of seniority and determine whether they should be given access to specific individuals
- Preparing some researches and reports for the Top World Banks
- Preparing the Weekly and Monthly reports (benchmark report, some Countries portfolio report, loan base rate report, 6 month Libor, monthly returns, etc..)
- Follow up the daily SDR & the transaction listing for the Treasury
- Following up the Committees that My Manager is a member in: Managerial Committee, Risk Management Committee, Audit Committee, Treasury & Investment Committee
- Supporting the Investment Director, organizing and coordinating office operations
- Delegate work to staff and monitor their workload and output
- Develop and implement new administrative systems, such as record management and unified templates throughout the Company
- Manage the Contact Database and prepare regular status report updates
- Liaise and hold regular meetings with Heads of internal divisions to ensure work is being completed in accordance with the Director’s instruction
- Supervise and direct front-desk operations
- Coordinate with the administration on all aspects pertaining to the department’s members
- Plus all other secretarial duties as calls answering, proofreading all external written communications onward submittal to the Director signature
Jan 2011 - Till May 2012 Arkan Building Materials Co. PJSC - Abu Dhabi
Purchasing Officer / Administration Department
- Maintain complete updated purchasing records/data and pricing in the GP and SAP system
- Prepare reports and summarize data including sales report and book value
- Schedule store visits and conduct competitor survey
- Working with the insurance companies for medical, life, vehicles and property insurance
- Execution and monitoring of all regular purchasing duties
- Coordinate with user departments and suppliers in the purchasing scope of work for projects assigned
- Handling major accounting and office petty cash of the company
- Assist in managing and following up overseas orders
- Handling and monitoring of claims to the company and vendors for defectives, shortage, missing parts
- Doing major Admin, HR, PR and Marketing tasks: Stationery purchase, office decoration,
plant maintenance, kitchen supplies, preparing the form of the Contractors and Consultant
registration, recruiting, yearly calendars organizing, giveaway materials
- Signing contracts with travel agencies, Hotels, car rental agencies, cleaning companies, maintenance, etc
- Dealing with the contractors and consultants in regards of tenders
- Support relevant departments with quotations for the purpose of tenders
- Coordinate with suppliers to ensure on-time delivery
- Responsible for the preparation and process purchase orders and documents in accordance with company policies and procedures
- Monitor and co-ordinate deliveries of items between suppliers to ensure that all items are delivered to site/store on time
- Source, select and negotiate for the best purchase package in terms of quality, price, terms, deliveries and services with suppliers
- Purchase and issue order in accordance to specification
- Plan and manage inventory levels of materials or products
- Monitor and co-ordinate deliveries of items between suppliers (local and overseas)
- Train employees on SAP and admin work flow
- Prepare and implement a procurement cycle
- Ensure all employees personnel files, record, systems are maintained and information are updated and accurate as well as issuing salary, experience certificates
- Prepare Department budget 2012
- Ensure documentation to issue and renew licenses
- Prepare the monthly activity report for the department
- Maintain the business lunch orders, the attendance system and the document control system
- Prepare all documents regarding new joiners or leavers (insurance, pension, medical, security..)
- Prepare and book hotels, taxi, limo, tickets, trainings for the Company.
Jan 2007 - Till Dec 2010 Arkan Building Materials Co. PJSC - Abu Dhabi
Personal Assistant (VP Finance)
Duties included: - Use typing, shorthand, PC skills for transcribing from written notes and prepare reports, memos, letters, presentations, invoices on Word, Excel, Power point and/or presentation software
- Interpret and translate administrative and operating policies and procedures and resolutions
- Prepare an annual leave roaster for the Department
- Sending and receiving couriers
- Organize, attend meetings, Compile, transcribe, take dictation and distribute minutes of meetings
- Organizing schedules of the meetings
- Maintaining the filing system
- Correspondences with the Clients/Shareholders regarding shares, dividends and queries
- Organizing of AGMs, business travel arrangements, seminars and workshop abroad as well as Exhibitions (Malbex Malaysia 2008 for building materials)
- Follow up cheques and letters addressed to the banks
- Maintaining the company shares portfolio for a while - Replacing the Assistants of the Chairman, the CEO, the Legal Advisor, and the COO while on Leave
- Daily reading and updating the latest media and news
- Meeting and greeting visitors at all levels of seniority and determine whether they should
be given access to specific individuals
- Supervise and train other clerical staff
- Ensuring the quarterly accounts are sent to the stock markets and relevant authorities
- before the deadline
- Review operating practices and procedures in order to determine whether improvements can be made in areas such as workflow, reporting procedures, or expenditures
- Dealing with the banks to open an account and to place deposits
- Handling major accounting and office petty cash of the company
- Prepare payments and issue all the cheques
2003 - 2007 Pro Subtitling (Translation and Subtitling) - Lebanon
Executive Office Manager
Duties included: - Use typing, shorthand, PC skills for transcribing from written notes and prepare reports, memos, letters, presentations, invoices on Word, Excel, Power point and/or presentation software
- Prepare an annual leave roaster for the Department
- Sending and receiving couriers
- Interpret and translate movies into English, Arabic and French and vice versa
- Maintaining the filing system
- Handling the accounting and office petty cash of the company.
- Doing major Admin, HR, PR and Marketing tasks (Stationery purchase, office decoration,
plant maintenance, kitchen supplies, recruiting)
- Daily reading and updating the latest media and news
- Prepare invoices and financial statements to and for all our suppliers
1999-2003 PERI Lebanon (Formwork, Shoring & Scaffolding)
Executive Assistant and Accountant to the Managing Director
1997-1998 Computer Management Certificate from the American Language Center
1996-1997 Bac 2 at Notre Dame De Loueize- Lebanon