Sheba Oommen Parayil

• Providing administrative and secretarial support to the GCFO/GCSO and the Finance department.
• Calendar management for the GCFO and direct reportees. Efficiently scheduling meetings and handling all email /telephonic communications on behalf of the GCFO and team.
• Primary point of contact for the Finance department. Managing all communications (memos) and flow of information from the GCFO to the team.
• Coordinating end to end travel requirements for the GCFO/GCSO and the Finance team.
• Liaising with the relevant departments of the organization based on the administrative, IT and procurement requirements of the Finance team.
• Managing the end to end process for onboarding new joiners and exit formalities.
• Coordinating and arranging offsite events and group company events for the team.
• Effectively communicating with staff at the Senior / Executive Management level on behalf of the GCFO/GSCO.
• Coordinating with the offices of the CFO’s from the group companies for scheduling meetings and visits to the Dubai Head Office.
• Liaising with the HR department for scheduling interviews based on department vacancies.
• Managing the documentation process and filing of all relevant records.
• Processing requests with reference to payments and reimbursements.
• Maintaining the travel tracker for all departments with the assistance of the Finance officer. Monthly reports on all travel spends to be submitted to the Group Financial Controller. Maintaining the FTE tracker post GCFO’s approval.
• Providing daily financial updates and support to the Finance Managers on spends, variance tracking, unbudgeted spend and ad-hoc analysis.

 Email Management - Read and analyse incoming memos, letters, submissions and reports to determine their significance and plan their distribution.
 Travel Co-ordination:
- Managing travel arrangement for SVP and staff as per itinerary.
- Hotel Accommodation & Airport Pick or Car Rental
- Travel settlement
- Visa arrangements
 General:
- Taking Minutes
- Daily reminders on tasks or meetings that was supposed to take place
- Follow up on the generation of reports that is requested by department heads
- Preparing the Agenda ahead of meeting
- Responsible for issuance of NOC’s, MEMO’s etc .
 Accounting:
- Managing and recording of Payment to be made to contractors, consultants and suppliers both local and international.
- Preparing of Petty Cash and Payment Vouchers
- Credit card payment reconciliations to be processed
- Ensure timely Payment of all Company Credit Cards, DEWA, DU & ETISALAT payments
- Interacting with the Corporate Finance and Project Finance (several accounts within the organization) for fund transfers, payments, statements, and several correspondence
 Calendar Management -Schedule appointments for meetings with clients and personal events.
 Provide administrative support to all Department heads.(Excel/Word/PowerPoint)
 Coordinate departmental reports and documentation for the Board of Committees meetings.
 DAMAC has system called E-connect :
- Where we can raise tasks for respective task owners (after the final MOM has been issued)
- Conduct proactive follow ups on the agreed target dates
- Present a report on the status of progress on all the tasks

 Devising and maintaining office filing systems, including data management and managing administration duties
 Arranging travel, visas and hotel accommodation and, occasionally, travelling with the Director
Take notes /dictation / minutes at meetings or to provide general assistance during presentations;
 Screening phone calls, enquiries and requests, and handling them when appropriate;
 Managing the calendar for the CEO and sending reminders.
 Meeting and greeting visitors at all levels of seniority;
 Organising and maintaining diaries and making appointments;
 Dealing with incoming email, faxes and post, often corresponding on behalf of the manager;
 Organising Team Meetings and preparing the Minutes.
 Booking Rooms and Conference Facilities.
 Organize and contact Aramex for courier deliveries and pickup
 Producing documents, briefing papers, reports and presentations
 Ordering stationery, furniture, & grocery.
 Manage Contracts and price negotiations with vendors, office lease etc.
 Organising and attending meetings and ensuring the manager is well prepared for meetings;
 Makes sure the PRO submits the reports on all visa related matters.

HR Duties:
 In charge of visa and labor card processing. FREEZONE & MOL
 Issuance of Salary Certificates / Prepare NOC's( Bank loans/ travel/ licences etc)
 Close liaison with the PRO with regards to Visa matters
 Issuance of Medical Cards, Access Cards& Visitor Cards
 Responsible for managing Annual leaves, Passport return releases and Labour card resumption
 In charge of Opening Salary Accounts.
 In charge of Employee Verification with Bank Personnel’s.
 In charge of training for employees. SOFT SKILL TRAINING.
 Monitoring and Report generation of the time attendance system
 Advertise various vacancies on Job Portals & Call candidates for Interviews.
 Joining formalities .Prepares all relevant documentation such as employment contract, etc.(TECOM & MOL)
 Report any absconders or employees who do not return from vacation to PRO.
 Preparing Warning Letters

Administrative duties:

 Organizing and Maintaining of office files and records.
 Prepare Visa Costing Reports for Finance Verification
 In charge of Renewal of Trade licenses, Establishment Cards, Leases of the organization
 Inform the MD /HR Head on canceled meetings.
 Event Management and Execution -Plans events and volunteer activities
 Close liaison with the PRO with regards to obtaining company related documents from Economic Departments, immigrations, embassies, etc.
 Travel arrangements made for Managers/Directors- \[Ticket, Visa, Hotel, Car Hires, etc\]
 Track of DRIVERS travel log and manage the pickup of company personnel’s
 Petty cash management.
 Booking Rooms and Conference Facilities
 Prepare monthly HSE reports.
 Prepare Invitation letter addressing the Embassies for Visa related matters.
 Incident Reporting - Report of major breakdown activities or other incidents / accidents

Vendor Management:

 Contract Maintenance and Management
 Maintain stock levels for office itinerary and placing orders to the various vendors
 Issue PO, follow-up, expedite& schedule to bring in materials timely to meet office demands
 Send RFQ, do price comparison, etc
 Renewal & Negotiation of Vendor contracts.

Human Resource Responsibilities:
 Maintaining employee files in the HR filing system and amends the staff attendance for HR related issues.
 Co-ordinate the VISA process with Admin section
 Updating Employee database on a regular basis
 Maintain Time & Attendance record for office staff
 Travel bookings for staff.
 Hotel Reservations for clients and staffs
 Assists the Office manager in the organizing of events within the organization

Vendor Management:
 Closely liaison with the vendors and suppliers as part of vendor selection process.
 Communicate the exact requirement to the vendors and keep a constant follow up to get the samples and quotation in time.
 Arranges meetings and supervises and control the calendar schedule on MS outlook
 As a part of market research finds out alternate vendors (Dry, Frozen & Chilled products) in order to improve the pricing and quality of the procured items.

Customer Relations:
 Closely communicate and coordinate with Purchasing Managers and Executive Chefs of the Client Hotel properties to understand their requirement and forward the same to the procurement team.
 Organize and plan the samples from various selected suppliers to test the same at Client locations.
 Responsible for addressing and resolving the Client - Purchasing Team & Executive Chef complaints and grievances.
 Maintain the Sampling session feedback and analysis in excel sheets.

Project Responsibilities:
 Closely coordinate with procurement analyst team to short list a particular vendor based on the financial impact on the overall project savings.
 Handles the task of providing innovative strategies and plans for the development of the organization.
 Closely coordinate with the shortlisted suppliers to ensure right quality samples are delivered.
 Uphold confidentiality with all information.