Human Resource Administrative Assistant
Mouawad
Total years of experience :31 years, 2 Months
• Overall in-charge of the group Administration functions related to Human Resources
• JD /mapping and updating time to time
• Maintained and updated the entire staff data base of the company and the Group of companies
• Analyzed performance appraisals and assigned the necessary training
• Participated in decision making process wherever necessary with the Management
• Coached and guided the new recruits
• Handled Induction programs for the new recruits
• Maintaining all training records and analysis of training needs
• In charge of Leave/Overtime and Medical Insurance related matters
• Payroll and compensation benefits - preparation and maintaining, analysing etc
• Assist all staff in their personal requests for service letters, etc
• Travel tickets, hotel bookings and all related matters with staff and guest
• Assisted Head Branch Operations/Vice President in her day to day activities, arranging meetings, taking down minutes & distribution, screening visitors & managing reception to Head Branch Operations.
• Preparation of full travel itinerary when necessary
• Provided maximum support to 6 Area Coaches in UAE & their teams in their day to day work relating to Head Office requirements and liaison between branch staff for various information.
• Organized events, meeting booking, for Head Branch Operations and Area Coaches, coordinated with branch staff for attendance
• Arranged In/Out mail and maintain records, coordinated with relevant issues, responded to internal/external letters, memos, claims etc.
• Coordinated with branches for on time submission of reports and analysed & verified data before presenting.
• Verified KPI, KRI reports for accuracy and final consolidation for submission to Head, Branch Operations (Key Performance Indicator, Key Risk Indicators, Head Count, Teller Performance, and Operational Loss etc).
• Assisted in special projects related to branch operations (preparation of Presentations, trainings etc) and coordinated with Branch Operations staff for various matters.
• Maintained records of audit observations and follow up with Coaches for closure/update of losses for higher Management review.
• Assisted branches in analysing errors, QMATIC & Financial Losses in order to work for improvement and follow ups.
• Regular follow ups for issues relating to branch operations related matters, reports, etc.
• Monthly presentations to Top Team Members of the Operations Group.
• Maintained confidentiality at all times.
• Assigned Training to Branch Operations staff with necessary records kept for future follow ups
• Assisted Head, Branch Operations in her day to day activities, arranging meetings, taking down minutes and distribution etc.
• Provided maximum support to 6 Area Coaches in UAE & their teams in their day to day work relating to Head Office requirements and liaison between branch staff for various information.
• Organized events, meeting booking for Head Branch Operations and Area Coaches.
• Coordinated with branches for on time submission of reports and analysed & verified data before presenting.
• Verified KPI, KRI reports for accuracy and final consolidation for submission to Head, Branch Operations (Key Performance Indicator, Key Risk Indicators, Head Count, Teller Performance, and Operational Loss etc).
• Arranged In/Out mail and maintain records, coordinated with relevant issues, responded to internal/external letters, memos, claims etc.
• Assisted in special projects related to branch operations (preparation of Presentations, trainings etc) and coordinated with Branch Operations staff for various matters.
• Maintained records of audit observations and follow up with Coaches for closure/update of losses for higher Management review.
• Assisted branches in analyzing errors, QMATIC & Financial Losses in order to work for improvement and follow ups.
• Regular follow ups for issues relating to branch operations related matters, reports, etc.
• Monthly presentations to Top Team Members of the Operations Group.
• Maintained confidentiality at all times.
• Assigned Training to Branch Operations staff with necessary records kept for future follow ups.
• Managed the Director of Finance Office, including diarizing the meetings, scheduling, preparation of agenda, minutes, reports etc
• Overall in-charge of administration duties, such as Attendance, Leave, Medical, etc (Maintaining Attendance sheets, Overtime, Leave forms, manually and through OASYS)
• Prepared Monthly/Yearly reports for Owner’s review (Budget/monthly data on sales revenues/cost control etc)
• Managed & safe keeping of all confidential documents such Licenses, legal documents, hotel contracts, renewals and follow-ups etc
• Maintained a well organized filing system for Finance, and Pay Roll.
• Month-end owner’s report analysis and submission with all relevant details, in writing & draft forms
• Monthly activities reports, KPI (Key performance Indicators) & MBO (Management by Objectives) are included in my responsibilities to update & follow accordingly.
• Worked as the Mentor to new comers, trainees, arranged & developed training programs/support them for training and kept all up to-date administrative records.
• Made, follow-up & kept records of Department Budget, CAPEX, and Annual Contracts & Go Green Committee.
• Managed the Director of Finance office, including diarizing the meetings, scheduling, preparation of agenda, minutes, reports etc
• Acting secretary to General Manager during the absence of the Executive Secretary
• Prepared documents relating to banking needs of all employees such as applying for loan facilities, credit card applications, maintaining personal records etc
• Control of Keys and logged the use of Vault, Accommodation Keys
• Overall in-charge of administration duties, such as Attendance, Leave, Medical, stationery items etc
• Managed & safe keeping of all confidential documents such Licenses, legal documents, hotel contracts, renewals and follow-ups etc
• Maintained a well organized filing system for Finance, and Pay Roll.
• Worked as the Mentor to new comers, trainees etc.
• Overall in-charge of the group salaries of the company (nearly 5000 employees)
• Maintained and updated the entire staff data base of the company and the Group of companies
• Analyzed performance appraisals and assigned the necessary training
• Overall in-charge of the Administrative functions
• Participated in decision making process wherever necessary with the Management
• Coached and guided the new recruits
• Handled Induction programs for the new recruits
• Scheduled and confirmation of appointments and meetings
• Arranged travel schedule for the SDGM/CM
• Answered telephone and electronic enquiries and relay calls and messages
• Administered regular and electronic mail for the Senior Deputy General Manager/Chief Manager and follows-up, when required, to ensure proper action is taken on all incoming mail
• Greet visitors, enquires the nature of their business and directs them to appropriate person
• Recorded minutes and distributed of same among the participants and head office officials
• Prepared all presentations for Budget meeting at the year end and all daily/monthly reports for higher management relating to Project Finance
• Determined and established office administrative procedures, following approval by the Head Office
• Handled all personal files of the members of the staff attached to the Department and monitoring of their Appraisal Forms for onward transmission to HR Department.
• Ordered office supplies and maintain inventory for the Department
• Performed any other duties related to the position of Executive Secretary as directed by the SDGM/Chief Manager
• Conducted supervision and training to new staff in use of current software, policies and procedures in the bank
• Handled and maintained petty cash for the Departmental use
Diploma in Human Resource Management
Registered Student with the Institute of Chartered Secretaries & Administrators UK (ICSA UK). Pre-professional (Part qualification as a Chartered Secretary) and reading for Final Stage. Subjects completed with two World Prizes (highlighted): • Financial Accounting, Management Information Systems, Corporate Administration & Strategy Corporate Governance, Business Law, Management Principles, Introduction to Accounting, Organization & Human Resource Management, Introduction to English & EU Law, Information Systems, Business Economics, Quantitative Techniques, • Higher Diploma for Executive Secretaries/Personal Assistants conducted by the Polytechnic Ltd, Colombo, Sri Lanka - Best Student Award • Diploma for Administrative Assistants conducted by the Polytechnic Ltd, Colombo, Sri Lanka - Best student Award
