Tohamy Abdulaziz Taha Alnour Yousof

Secretary/Document Controller at Zuhair Fayez Partnership

• Saudi Arabia - Jeddah
• My current job since November 2009

More than Eight (8) years experience in the field of secretarial administrative and computer operations, Well versed in PC based applications such as MS Windows, MS Excel, MS Word, EF, Data Entry & typing using MS Access.

DUTIES:

I was appointed as Executive Secretary/Document Controller at the project (STUDY & DESIGN OF KING ABDULLAH SUBURB IN GIZAN FOR GIZAN MUNICIPALITY) April 2013 - present, my responsibilities include the following:-

ADMINISTRATION:
 Organizing business travel, itineraries, and accommodation for managers.
 Scheduling workshops and preparing agendas.
 Organizing meetings and ensuring senior managers are well prepared for them.
 Recording, compiling, transcribing and distributing the minutes of meetings.
 Creating presentations and writing up reports.
 Supervising the work of office juniors and assigning work for them.
 Monitoring inventory, office stock and ordering supplies as necessary.
 Updating & maintain the holiday, absence and training records of staff.
 Maintain of employees Vacation Record.
 Raising of purchase orders and invoice tracking.
 Keeping track of all technical documents & files of Mechanical, Civil & Electrical Drawings accordingly, to verify revision number of the drawings time to time and update accordingly.
 Involvement in social media implementation.
 Outlining the proposed work, materials and equipment required to complete assigned tasks.
 Identifying issues and problems with the scope and progress of projects.
 Communicating effectively with co-workers, clients and subcontractors.

ACCOUNTING:
 Creating invoices, filing receipts and dealing with all financial documentation.
 Checking all project revenue invoices against the contracts and executed works (Project Stages).
 Receiving, reviewing and processing invoices of sub-consultants and sending it to finance department.
 Resolving issues and answering questions from sub-consultants or Contractors.
 Creating payments to client.
 Preparing wages and managing claims for expenses.
 Compiling management reports and assisting with audits.
 Collecting all invoices and obtaining approval for payment.
 Expense report auditing.
 Assisting in annual and monthly budget preparations.
 Counting and balancing petty cash at the end of each month.
 Processing of invoices, expense forms and reimbursements requests.


DOCUMENT CONTROL:
 Updating, processing, and filing of all documents.
 Circulating documents via post and email.
 Presentation and filing of documents and drawings.
 Responsible for maintaining hard copy information.
 Managing and maintaining a Meridian Document Control System.
 Insuring all documents are as up to date as possible within electronic filing systems.

WORK EXPERIENCE IN EGYPT

AL-TAWFIQ FURNITURE - CAIRO
Duration: Nov. 2005 - Aug. 2008
Address: 11, Abu Ghazala Buildings, Gesr Al Swais St.

As Assistant to the General Manager performed all secretarial jobs i.e. routine correspondence with clients & Vendors, Typing letters, Quotations, Sales Reports, Arranging Meetings.
Reviewing and checking all Purchasing, Sales & Expenses Movements Preparation of cash vouchers, petty cash vouchers.
..
WORLD FEDERATION OF MUSLIM SCHOLARS - CAIRO
Duration: Nov. 2007 - Feb. 2008
Address: Nasr City, Rabe’a Al Adawia St.”

As Assistant to the Office Manager performed all secretarial job i.e. routine correspondence with members, typing letters, filling applications new members, arranging meetings & press conference.
....
EDUCATIONAL BACKGROUND

UNIVERSTY: ALAZHAR, CAIRO, EGYPT
Faculty: Languages & Translation
Section: Germany Language
Degree: Very Good
Graduation: May -2005

LANGUAGES

Arabic: Mother Tongue
English: Speaking & Writing
Germany: Speaking & Writing