Secretary
Global Innovation Company
Total years of experience :10 years, 2 Months
Secretary
Global Innovation Company (A fully owned subsidy of NTEC)
KIPCO TOWERS, 28th Floor, Sharq
June 2012 - Present
Directly reporting to the CEO and Group HR Director.
Major duties include: • Attending telephone calls, taking messages, managing meeting notices for CEO, Group HR Director and Training Manager.
• Assisted Senior HR Officer in: ➢ Making scan for employee documents in HROne.
➢ Making email correspondences to HROne personnel in Dubai.
➢ Updating the documents like Civil Id, Passport for the HROne Program.
➢ Updating the details in cost centers, as and when required.
• Assisted HR Officer in: ➢ Searching relevant CV's from Bayt.com.
➢ Coordinating and fixing the interview with candidates for KLSC, Enertech and Impulse (all subsidiaries of NTEC)
• Following up with HR officer and sending emails regarding GIC staff leaves.
➢ Maintaining the Petty cash - involved handling cash (KD200/-); managing accounts; collecting the bills; closing the cash and requesting for reimbursement.
• Maintaining all the Purchase orders and making internal memos relating to purchase.
• Managing the stationery requirements - including receiving quotations, comparing prices, and placing orders, ensuring timely delivery and paying their bills and closing the account.
• Maintaining the Reference No. for the outgoing letters.
• Handling the Fuel Reimbursement coupons.
• Coordinating with Marketing Manager for the Business cards, folders, envelops, Letter Heads relating to GIC.
• Making and distributing General circulars relating to public holidays.
• Maintaining various forms like: - Company Asset Receiving Forms; Business trip requisition and notifications; Access card forms; Overtime form; Ticket purchase form; Certificate request form; Stationery requisition form.
• Keeping track of employees whereabouts (meetings outside)
• Following up with the Mandoop relating to picking and delivering documents to bank, auditors, etc..
• Updating the employee details for GIC staff for Gulf Insurance card to be submitted to NTEC for sending to Gulf Insurance.
• Coordinating with the IT dept. for all IT related issues, for new email, and email signature, when a new employee joins, telephone related issues
• Proper documentation and filing of all documents relating to HR Advisory Board meeting.
• Managing and maintaining the Employee file for GIC staff to include: Application forms, Contracts, Offer letters, Proceed Work Declaration forms; Monthly Salary Transfer forms; Civil Id copies; Passport copies; Medical Insurance card copies; Whomsoever Letters; Work Permits/ Social Security; Evaluation forms; Misc. forms (access cards forms, asset receiving forms etc )
Directly reporting to CEO & Group HR Director.
•Attending telephone calls, taking messages, managing meeting notices for CEO, Group HR Director and Training Manager.
•Assisting Senior HR Officer in:- Making scan for employee documents in HROne; Making email correspondences to HROne personnel in Dubai; updating the documents like Civil Id, Passport for the HROne Program; updating the details in cost centers, as and when required.
•Assisting HR Officer in:- Searching relevant CV’s from Bayt.com; Coordinating and fixing the interview with candidates for KLSC, Enertech and Impulse (all subsidiaries of NTEC).
•Following up with HR officer and sending emails regarding GIC staff leaves.
•Maintaining the Petty cash - involved handling cash (KD200/-); managing accounts; collecting the bills; closing the cash and requesting for reimbursement.
•Maintaining all the Purchase orders and making internal memos relating to purchase.
•Managing the stationery requirements - including receiving quotations, comparing prices, and placing orders, ensuring timely delivery and paying their bills and closing the account.
•Maintaining the Reference No. for the outgoing letters & Handling the Fuel Reimbursement coupons.
•Coordinating with Marketing Manager for the Business cards, folders, envelops, Letter Heads… relating to GIC.
•Making and distributing General circulars relating to public holidays.
•Maintaining various forms like: - Company Asset Receiving Forms; Business trip requisition and notifications; Access card forms; Overtime form; Ticket purchase form; Certificate request form; Stationery requisition form.
•Keeping track of employees whereabouts (meetings outside)
•Following up with the Mandoop relating to picking and delivering documents to bank, auditors, etc..
•Updating the employee details for GIC staff for Gulf Insurance card to be submitted to NTEC for sending to Gulf Insurance.
•Coordinating with the IT dept. for all IT related issues, for new email, and email signature, when a new employee joins, telephone related issues.
•Proper documentation and filing of all documents relating to HR Advisory Board meeting.
•Managing and maintaining the Employee file for GIC staff to include: Application forms, Contracts, Offer letters, Proceed Work Declaration forms; Monthly Salary Transfer forms; Civil Id copies; Passport copies; Medical Insurance card copies; Whomsoever Letters; Work Permits/ Social Security; Evaluation forms; Misc. forms (access cards forms, asset receiving forms.
Executive Secretary
National Technology Enterprises Co
Kuwait Chamber of Commerce & Industry, 8th Floor, Kuwait City
Dec 2010 - June 2012
Directly reporting to the Business Development Manager and Program Manager.
Major duties include:
• Part of a team called Global Bridge Initiative - a Program in collaboration with the University of Texas (UT) and NTEC to provide training for Kuwaitis.
• Played an active role in the successful launch of GBI in Kuwait on January 26, 2011.
• Arranging for the conferences and seminars including sending out invites, arranging for the fact sheets, gifts for the attendees etc.
• Providing assistance to the GBI Manager as and when required.
• Arranged for 2 trainings (Technology Transfer Office) with the GBI Manager in Texas which includes preparing the database of the trainees, providing them with the course materials, arranging for there tickets and hotel accommodation.
• Arranged for a training (Entrepreneurship Development Program) in KISR for Kuwaiti's for 5 modules which included maintaining there attendance, providing them with course materials and arranging for refreshments.
• Played an active role in the GBI Showcase event conducted on June 8, 2011.
• Preparing memos to the Accounting Department for the various expenses incurred in GBI.
• Coordinating the designing and printing work and website updates with an outside company for any requirements of both GBI and NTEC.
• Receiving phone calls and messages for the GBI Manager, in his absence, to ensure smooth running of the program.
• Arranging for get together of the trainees and the GM along with the GBI Manager after each training session.
Part of a team called Global Bridge Initiative - a Program in collaboration with the University of Texas (UT) and NTEC to provide training for Kuwaitis; Played an active role in the successful launch of GBI in Kuwait on January 26, 2011; Arranging for the conferences and seminars including sending out invites, arranging for the fact sheets, gifts for the attendees etc.; Providing assistance to the GBI Manager as and when required; Arranged for 2 trainings (Technology Transfer Office) with the GBI Manager in Texas which includes preparing the database of the trainees, providing them with the course materials, arranging for there tickets and hotel accommodation; Arranged for a training (Entrepreneurship Development Program) in KISR for Kuwaiti’s for 5 modules which included maintaining there attendance, providing them with course materials and arranging for refreshments; Played an active role in the GBI Showcase event conducted on June 8, 2011; Preparing memos to the Accounting Department for the various expenses incurred in GBI; Coordinating the designing and printing work and website updates with an outside company for any requirements of both GBI and NTEC; Receiving phone calls and messages for the GBI Manager, in his absence, to ensure smooth running of the program; Arranging for get together of the trainees and the GM along with the GBI Manager after each training session.
Directly reporting to the Department Manager.
•Assisting the Department Manager of Building and Energy Dept. of KISR.
•Attending telephones, receiving messages & transferring calls.
•Preparation of memos, faxes and letters as and when required.
•Preparing Leaves. Notification of Return, Purchase Requisitions, Service Requests, Mission Requests etc for the research staff.
•Coordinating with the Personal Department and informing the staff about their leave dues and preparing the monthly leave balance for the research staff.
•Preparation of Meeting notices and meeting minutes for the DM and circulating the minutes to the DD, DDG and DG.
•Updating and maintaining the department’s stationery requirements.
•Helping the Department Manager and other Research Staff with formatting and editing of Proposals, Technical, Progress, and Final Reports.
•Assisted in the editing of nearly 25 final reports for the Energy Research staff.
•Helping the department staff in preparing mission reports.
•Worked on FMS System in preparing purchase and store requests.
•Preparing the Departments Operational Plan which is submitted to the DG after DM’s approval.
•Assisted the DM in preparing documents for submitting to KFAS.
•Assisting the junior research staff with the report writing styles and conditions
Secretary
Al-Qabandi United Co.
Nov 2006 - July 2007
Directly reporting to the MD.
Major duties include:
• Helping Project Manager to make Project Progress Report for submitting to clients.
• Preparing Power Point Presentation for the meetings.
• Organizing monthly staff meetings, preparing the minutes & circulation of the same.
• Attending telephones, receiving messages & transferring calls.
• Maintenance of incoming & outgoing register.
• Maintaining staff attendance register.
• Updating & maintaining stock register.
• Correspondences.
• Responsible for maintaining petty cash register.
• Receiving & dispatching of parcels.
• Maintenance of movement register.
• Managing pantry & fuel expenses.
• Arranging official parties.
• Managing & maintaining stationery for staff.
Directly reporting to the MD.
Major duties include:
•Helping Project Manager to make Project Progress Report for submitting to clients.
•Preparing Power Point Presentation for the meetings.
•Organizing monthly staff meetings, preparing the minutes & circulation of the same.
•Attending telephones, receiving messages & transferring calls.
•Maintenance of incoming & outgoing register.
•Maintaining staff attendance register.
•Updating & maintaining stock register.
•Correspondences.
•Responsible for maintaining petty cash register.
•Receiving & dispatching of parcels.
•Maintenance of movement register.
•Managing pantry & fuel expenses.
•Arranging official parties.
•Managing & maintaining stationery for staff.
Secretary
Qortuba Furniture Co.
May 2004 - May 2005
Directly reporting to the General Manager.
Major duties include:
• Involves all secretarial work.
• Attending phone calls & dealing with international suppliers.
• Drafting L/C & other routine office work.
• Responsible for imports through L/C's & handling all L/C related matters
Directly reporting to the General Manager.
Major duties include:
•Involves all secretarial work.
•Attending phone calls & dealing with international suppliers.
•Drafting L/C & other routine office work.
•Responsible for imports through L/C’s & handling all L/C related matters
Customer Relations Executive
Mahindra & Mahindra Ltd. - Transport Solutions Group, Kerala, India
Jan 2001 - Jan 2003
Directly reporting to the Location Head and Operations Manager.
Major duties include:
• Involves all secretarial & administrative work, routine office work & providing necessary assistance to the Operations Manager and the Location Head.
• Making customer care calls.
• Responsible for preparing the billing details on a monthly basis.
• Responsible for providing existing customer feedbacks to Head Office both on a weekly as well as monthly basis.
• Coordinating the meetings and business trip for the Location Head and Operations Manager.
Directly reporting to the Location Head and Operations Manager.
Major duties include:
•Involves all secretarial & administrative work, routine office work & providing necessary assistance to the Operations Manager and the Location Head.
•Making customer care calls.
•Responsible for preparing the billing details on a monthly basis.
•Responsible for providing existing customer feedback's to Head Office both on a weekly as well as monthly basis.
•Coordinating the meetings and business trip for the Location Head and Operations Manager.
Chinmaya Vidyapeeth May 2001 Bachelor of Commerce, Mahatma Gandhi University