Administrative officer and CEO Assistant
Ahd Company for financial services, which is following to AL-Hazmi Company for exchange
Total years of experience :7 years, 6 Months
* Responsibilities:
- Participating in preparing, updating, and developing the company's plans and policies.
- Preparing the policy and procedure manual.
- Preparing the employee policy.
- Preparing the purchasing policy.
- Establishing work ethics and conduct rules.
- Preparing the governance regulations.
- Preparing the administrative description for departments.
- Participating in building the administrative systems for departments in the company.
- Training department.
- Customer service department.
- Monitoring and evaluating tasks performance.
- Preparing employee contracts, consulting service contracts, and other required contracts.
- Preparing company-specific templates.
- Handling all human resources-related tasks.
- Providing assistance in training interns and new employees.
- Training customer service and training department specialists.
- Acting as a point of communication between employees and the CEO.
- Acting as a point of communication between the departments.
- Planning meetings and preparing reports and meetings summaries.
- Responding to inquiries for all types of information related to the company.
- Maintaining office supplies, checking inventory, and ordering supplies as needed.
- Maintaining office policies and procedures.
- Supervising files and databases, organizing them, and keeping them confidential.
- Providing general support to visitors.
- Preparing purchase orders.
- Preparing official letters.
- Following up on service and maintenance matters.
- Any other related tasks assigned by the executive manager.
* This position is related to financial projects.
* Responsibilities:
- The objective of the program was establishing the first internship platform in Yemen (yemenintern platform).
- Managing and monitoring the progress of the project activities according to the time plan.
- Communicating with GIZ Project Officer at all project phases.
- Supporting implementation of program’s activities by following up activity updates.
- Coordination with consultants, and candidates for workshops, according to the plan prepared for that.
- Preparing the contracts and terms of reference for the consultant and programming team.
- Preparing reports for workshops.
- Monitoring on technical procedures.
- Monitoring on financial procedures.
- Assisting in any assessment, monitoring and supervising visits.
- Being responsible for the logistical arrangements and events.
- Assisting in documenting events and workshops.
- Receiving and collecting documents related to the project activities and maintains an accurate and complete filing system electronically and in hard copies.
- Time sheets preparation and delivery.
- Typing letters both English and Arabic languages, sending faxes and scan.
- Typing correspondence, reports and other documents in English and Arabic languages.
- Organizing and maintaining the program filing system.
- Attending meetings with partners.
- Storing files properly in the archiving room and electronically.
- Following up on any missing documents and making sure that all required documents are fully.
- Extending other assistance to the program when required.
- Preparing the final report of the project.
- Performing other duties as requested by Program Manager.
* This Program is following to Education Programs (internship program) which is funded by GIZ.
* Responsibilities:
- Assisting in Coordinating and preparing the training Programs.
- Coordinating the EBC*L Program (European Business Competence* License in Vienna - Austria).
- Preparing the contracts either which are related to International EBC*L Program or to the other training programs.
- Preparing the training Plans and the memos and everything is related to training.
- Designing any forms which are demanded by my direct manager.
- Searching through internet and collecting data for any topic they are looking for.
- Participating in preparing the monthly reports.
- Doing field visits if needed.
- Any Tasks which are delivered to me by my direct manager.
- Doing other tasks that are not related to the position responsibilities such as:
- Photographing either photos or videos.
- Writing success stories.
- Maintaining computers and printers
- (Software downloading) as (IT Assistant).
- Translating and Drafting the Memos.
- Emails and some Events News to publish.
- Attended a Health Cluster (a meeting with one of the UN Organizations).
- Supporting the other teams if asked.
* This job is related to Education Programs.
* Responsibilities:
- Every department should fill a purchase request for items they need.
- Communicating with vendors about the items we’d like to purchase.
- Getting offers prices for items.
- Analyzing and comparing the offers prices and the quality to get the best offer.
- Creating purchase orders with the best prices and the best quality to send it to financial management to finance it as per the financial arbitrage.
- Inform the chosen vendor to deliver the purchase orders to the supply chain.
- An assistance team for project management and tender department.
- Participating in tender committee if company announce a tender to choose the suitable applicant and making the reports.
* Responsibilities:
- Preparing and Distributing the Aid to the beneficiaries.
- Supervising the work in the Field, either the main supervisor or the one who supervise who works with the documents or supply chain supervisors.
- The most of programs I worked in are related to FSL & Education & Shelter programs.
(Under Call)
* Responsibilities:
- Checking the work day booking.
Checking the Purchase Orders and to compare it with the invoice.
- Checking the vendor invoice with the Purchase Order and the samples.
- Sending Emails to the Inventory controller if there's (expiry issue, stickers issue, .....) using Outlook email.
- Sending Emails to the Receiving Planner if there's (price issue, Description issue, .....) using Outlook email.
- Checking the Ti-Hi Standard, Pallets standard, Wrapping Standard, …..).
- Checking the Items physically and receiving.
- Making the daily and monthly reports of receiving using MS Office.
- Giving the invoices with the Receiving authorization to the EDP to update.
The first rank among my friends.
High School degree
Advanced English Diploma