Corporate Entities, Legal & Risk Specialist Reporting to General Counsel
ASTAD Project Management
مجموع سنوات الخبرة :10 years, 9 أشهر
Coordinate and follow up with external law firms in relation to their legal services to ASTAD.
Responsible for subsidiaries/branches establishments or liquidation locally and internationally.
Perform Legal research and assist in preparing drafting legal opinions and responding to other departments inquiries as directed by the General Counsel.
Ensure timely renewal of corporate insurance policies. Preparing the first draft of agreements and MOUs.
Draft BOD Minutes of Meeting and resolutions.
Research legal issues related to the BOD or General Assembly as directed by General Counsel.
Communicate with BOD members and related parties. Respond to due diligence questionnaires and prepare supporting materials required for any third party due diligence.
Coordinate with the Division and Department Heads (including Corporate Risk Owners) to ensure risk management updates are being monitored and recorded for reporting activities.
Monitor Corporate Risk response plans and Department Risk Registers to provide regular and timely alerts to Risk Owners and Action Owners.
Prepare statements and reports timely and accurately for various monitoring and reporting purposes within the organization and for ASTAD’s clients as needed.
Continuously assess and monitor progress made on Risk Response plans as formulated in risk registers of corporate divisions and departments.
Identify key risk areas required insurance coverage to be mitigated.
Page 3 of 7
Coordinate with Internal Audit providing responses to any Internal or External Audit request and provide any supporting documents.
Prepare, draft and initially review letters, documents and reports according to defined formats and language to ensure that they conform to ASTAD’s policies and procedures.
Manage records and archive related to projects and assigned tasks as per department and corporate document control procedure.
Maintain and regularly updates records on corporate database systems and applications in relation to corporate policies and procedures.
Attend and draft minutes of General Counsel meeting. Create, modify or draft charts, table, graphs and other correspondence to support the documentation and presentation required by the Department.
I have been working also as human resources coordinator at ASTAD Project Management
Qatar - Doha
January 2019 to June 2019
Managing, preparing and coordinating all employees’ contracts including allowances and benefits administration.
Keep up to date on all government regulations and company policies and procedures regarding payments to employees (including all allowances), and inform management of any revision in order to support compliance to legislative requirements.
Managing Employees timesheets and leaves to ensure uninterrupted payroll processing.
Page 2 of 7
Review and approve employees’ requests for benefits according to their contracts and in line with company policies and procedures.
Preparation of contracts and Termination notice and ensure that all contracts terms and conditions are applied.
Preparation of End of Services Benefits of leaving employees and answering all employees queries.
Conducting investigations and issuing warning letters when needed.
Reviewing Employees letters and certificates.
Managing Employees’ relations and categorize queries and requests as per importance and urgency to ensure timely and effective response rate.
Update and Maintain employees records in personnel files and on HR management system on daily basis in order to ensure availability of up-to-date information and achieve accurate outputs.
Contribute to identification of opportunities for continuous improvement of payroll administration systems, processes and practices, improvement of business processes, cost reduction and productivity improvement.
Generate routine reports as per management request.
Maintain and update Action Plans prepared based on MOMs and expedite the closure of all action points listed in Departments’ Action Plan.
Follow up on the closure of any findings raised by our Internal Audit Team.
Managing and reviewing Departments Reports prepared by departments’ heads to ensure the accuracy and clarity of these reports and to request any supporting documents or requesting more information if required.
Conducting random full review to any of our departments’ reports for a period of 3 months to capture progress has been made during this period and to ensure accuracy as part of KPIs performance monitoring.
Follow up on recruitment and hiring process to ensure the progress of filling any open position.
Follow up on all JDs of all positions, attending interviews and follow up on Org Chart structure, employees’ transfers and system updates.
Maintain ASTAD Insurance Policies Database and confirming renewal with concerned parties.
Maintain and update the records for Departments’ Policies and Procedures on regular basis.
Coordinate with QHSE to update ASTAD Management System Procedures including Control of Documents and Control of Records Procedures.
Coordinate with IT the requirements and inputs for CTS setup as a member of CTS PoC Committee.
Work as a pilot providing full business coordination with CEO Office or with other divisions supervised by CFSO (Finance, Business Development, Corporate Risk, Strategy and IT).
Act as first point of contact with others from both inside and outside the company that call CFSO Department.
Ensuring the smooth functioning of business at the office of CFSO by carrying out administration functions inclusive of attending meetings, drafting correspondences, scheduling meetings and assisting office visitors …etc.
Providing office support to CFSO as well as supervising subordinates/assistants.
Evaluating office Procedures and looking for more efficient ways of conducting processes.
Taking on some of CFSO responsibilities and working more closely with management.
Deputize, make decisions and delegate work to others in the absence of CFSO.
Being involved in decision-making processes.
Recommends new ideas to enhance the existing administrative system.
Page 4 of 7
Establishing an organized and effective filling system and contribute in implementing an Electronic Documentation Management System (EDMS) with IT specialists.
Responsible to review and analyze all incoming documents for CFSO approval/signature according to company procedures.
Request clarifications/supported documents/corrections from other departments and divisions whenever needed.
Attending all meetings with CFSO and taking MOM to ensure the action plan achievement on due time.
Organizing and maintaining CFSO diaries, whether internal or external meetings.
Carrying out basic background research and presenting findings to CFSO.
Dealing with incoming email, faxes and post, often corresponding on behalf of CFSO.
Provides direct personal secretarial and administrative support for the Senior Advisor (Gas) for all his affairs.
Provides review/quality check for all incoming documents to ensure the integrity of attached information and that they are in the format and in line with Corporation procedures.
Under the direction of the Senior Advisor (Gas), liaises and follow-up with all parties for all matters, responses and documents requiring Senior Advisor’s attention and recommendations, including coordination with other Board members and/or Secretaries regarding Board meetings and resolutions. Keep a record of all outstanding action items and follow up with relevant Corporations/ Directorates / Departments, from time to time when action on important issues is involved.
Analyzing data/technical information and prepare summary reports (including presentations, documentation, spreadsheets, responses to emails, memos, faxes, letters, and other correspondence) under the direction of the Senior Advisor (Gas).
Controls and monitors the complex daily routine and administrative system providing well- organized and responsive office management.
Provide high-level administrative support by conducting research, preparing presentations and dealing with information requests.
Keeps a record of all correspondences from various authorities, Ministries as well as other Departments received for signature, comments, action and information. Locates correspondence easily and readily identify source of any information.
Responsible for calendar management and to coordinate a variety of meetings within the
Minister’s office and with subsidiaries/ JV companies. Maintains and updates a comprehensive filing system including personal files as well as other correspondence of highly technical and very confidential nature; ensures compliance with QP document retention and record keeping procedure. Keeps an updated filing system for all committees/Board which Senior Advisor (Gas) is involved within QP and outside.
Thoroughly reviews all incoming documents to ensure all related correspondence / documents are attached, and also ensure that all documents are in line with the Corporation Procedures.
Page 5 of 7
Maintains an efficient and professional public relations protocol when dealing with high level guests as well as Executives from subsidiaries and International Companies.
Regular contact with various Ministries/ Department Directors/Managers and/or their Secretaries.
Regular contacts with CEO’s office of subsidiaries and other key personnel at various Organizations.
Also frequent contacts with senior Management personnel of other joint venture International companies regarding official visits, messages or appointments. Hence, a pleasant personality, good language, command and telephone manners are extremely essential.
In the absence of Sr. Advisor (Gas), screen e-mail and other communication to determine what requires his immediate and urgent attention.
Organizing and supervising the following activities:
Main task is to handle the appointments/meetings/visits Schedule of His Excellency the Minister at his convenient date and time and review all relevant correspondences in addition to inviting concerned people to attend in accordance to our management system and office protocol.
Prepare daily, weekly and monthly detailed reports on His Excellency’s meetings or visits.
Facilitate review/sign of His Excellency’s correspondences by Ensuring that his instructions are taken properly by constantly follow up with other departments, companies or any other entities.
Ensuring that media coverage for His Excellency meetings /events is properly coordinated in accordance to diplomatic protocol of MD's Offices. Review and approve final press releases at appropriate time.
Ensuring the organize of His Excellency’s meetings and events requirements (Speeches and keynotes, IT connection setup, reception of high level visitors according to our protocol, Security, .. etc).
Handling documents through ERB (Electronic Registration Book) & QP EDMS (Electronic Document Management System of Qatar Petroleum).
Preparing all data and Information (General, Economic, Energy sector, Energy Factsheets for each Country, Latest News) before any visit or travel to support His Excellency’s meetings and visits, VIPs and state dignitaries are briefed thoroughly ahead of these meetings, Local / International state visits and board meetings.
Contacts Local/Foreign Embassies, Local/Foreign Ministries, Qatar Petroleum departments, International Companies and other Organizations on matters relating to the Ministry of Energy & Industry.
Responsible for recording/scanning all incoming and outgoing documents electronically to be saved as a database which will be helpful also for following up for actions in addition to keep a hard copy at the same time in our files.
Following up the action of which is done by His Excellency on any document as a reply or a distribution of it and be sure of receiving the replies on it if needed.
Page 6 of 7
Coordinate with Public Relations (PR) Department all required media arrangements for H.E. on monthly, weekly and daily basis.
Review and approve final press releases on His Excellency’s meetings/Events prepared by PR department at appropriate time.
Established new Electronic system at His Excellency’s Office for all Incoming, Outgoing documents, Countries Information (Energy Sector Info., Biography of presidents, Prime Ministers, or any dignitaries) and contact details of all Local / International Embassies, Ministries and Companies.
Preparing Presentations after every official visit or event which was attended by His Excellency present a summary on that event or visit contains even any press articles of the local / International Newspapers in order to present it to the Director of HE’s Office and to the Advisor of His Excellency.
Translating reports or legal document from English to Arabic and vise-versa. Preparing letters to Al Diwan and Ministries as requested from the Director of HE’s Office.
MBA