Executive Secretary
Oil and Gas
Total years of experience :14 years, 9 Months
Job Description:
o Reporting to CEO & Admin / Finance Manager.
o Responsible forsupporting high-levelexecutives and managementorentire departments. Provides administrative supportand performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and requests.
o Preparing a draftproposalincooperationwith the estimation team and sending itto the CEO forapproval.
o In charge of procurements, issuing POs and monitoring tillthe delivery ofthe materials.
o Monitoring the company emailand response appropriately.
o Handling and monitoring the Ariba System in terms ofPre-qualifications and RFQs.
o Submitting technicaland commercialproposals inthe ADNOC Ariba Portal.
o Responsible forcoordinating meetings, conferences, etc.
o Handling company events suchas exhibitions, conferences, etc.
o Communicates with local/ internationalsuppliers.
o Arranges travel and accommodations for executives. Schedules and attends meetings on behalf of executives, taking notes and recording minutes.
o Preparing and updating the company presentation.
Handle all Commercial Registrations for ADNOC Group Companies, Government departments and EPC Major contractors.
Assist, evaluate and communicate with products suppliers / agents andprincipals to obtain required items meeting technical specifications andcompetitive prices.
oAssist and support in comparison & evaluation of submitted quotations basedon best technical acceptance specifications.
oAssist in the preparation estimation/ costing and pricing report formanagement review and approval.
oAssist and compile the final documentations as per tender terms / conditionsand guidelines.
oPrepare all official correspondences related to supplies of equipment/materials, invoices, shipping documents to clear import products.
oOrganize and schedulemeetings and appointments
oMaintain office records electronically, commercial, shipping Bol, financial, meetings, payment receipts etc..for easy access by management .
oSupport in organizing office daily operations in line with company guidelinesand procedures
oRegular communications and followup with suppliers, service providers andclients, to ensure all items are delivered on time and payments as per schedule.
oAssist in highlighting important clauses of contracts for future negotiations.
oPrepare high quality business presentation PowerPoint for management officialmeetings and introduction of company profile.
oManage executives' schedules, calendars and appointments
oResponsible for all office admin services & operations in accordancewithapproved company policy and procedures.Correspondences & documents areproperly registered, indexed and recorded in the electronic filing system.
oReviewand prioritize received inquiries and prepare appropriate responses.
oMaintain up to date records for sourcingmaterialswith specifications for clients incase of repeated inquiries.
oPrepare the technical and commercial submission as per client instructions.oExpedite delivery of urgent orders to avoid any delay of liquidity damages.oFollow& send official reminder to clients regarding payments schedule.
oDirect reporting to Managing Director and CEO.
oCommunicates with all Head Department/ GM/Projects Managers related tothe business and concerns.oResponsible for supporting high-level executives and management or entiredepartments. Provides administrative support and performs numerous duties, including scheduling, writing correspondence, emailing, handling visitors, routing callers, and answering questions and request.oMaintain and manage electronic and hard copy documents as required.oSchedules and coordinates appointments, meetings and events, includingregistration and travel arrangements as necessary.oBuild-up, improve and update business presentation /company profile for thegroup of companies.oPreparing and issuing Management Circular.
oMonitoring group emails and make sure that all emails are well attended.
oReceived tender inquiry and circulate to all concerns company and estimationteam.
oAssist our estimation team for preparing tender submission more in technicalsubmission.
oPreparing a draft proposal in cooperation with estimation team and send it tothe Group Vice President for approval.
oFollow up the report from all departments and make sure that it will besubmitted on time.
oMonitoring the process of company ISO certification.
oIn charge for the registration /prequalification for ADNOC Group companies, government Sector and private sector.
oMonitoring and updating the Tender list of the companies.
oClose monitoring of tender submission whether it is Technical or CommercialSubmission.
oTyping Bill of quantity and contracts.
oManage the flow of documentation within organization.
oPreparing submittals such as Materials, Drawings, Subcontractor Approval forconsultantapproval.
oMaintains lists of approved contractors. Administer the registration ofcontractors applying for inclusion on Organization’s lists of approvedcontractors.
oManage company registration and documentation.
oCoordinate the registration of ADNOC family and EPC Companies.
oUpdate the WG registration as per the company’s scope to ZADCO, GASCO, ADGAS, BOROUGE, FERTIL, AL HOSN, ADCO TAKREER and etc.
oUpdate the company information to ADNOC portal.
oIn charge of pre-qualification questionnaire to EPC’s companies for a
particular project.
oAttending the meeting with the ADNOC family with regards to the updatingsystem.
oPrepare documentation for and undertake pre-qualification exercises todetermine supplier tender lists.
oFollow up and monitor the update of the submitted request, such us anupdate of the additional workgroup, an update of the companyinformation and other changes.
oFocal contact for sales inquiry. Registered incoming inquiries, submittedand pending inquiries.
oThe sales inquiry, which is forwarded to the Estimation department.
oFollow up the submitted proposal from the client.
oMonitor the agency agreement internationally.