Executive Secretary of Deputy Minister for foreign trade
Ministry of Commerce and Industry
Total years of experience :26 years, 6 Months
• Responsible for registering all delegates in World Trade Organization held at Geneva Switzerland.
• Organized meetings for Deputy Minister and the Minister for all senior officials from different Companies, Government and individual.
• Attending all Meetings from different foreign delegates such as (Australian, China, Japan, Korea, Turkey, USA and others)
• Preparing all travel itineraries of Deputy Minister and Minister
• Handling the Marketing Department and see to it that all plans, promotional, advertising and others are in place.
• Communicating with all Commercial Researchers regarding the Trade Policy review.
• Summarizing all foreign agreement, policies, WIPO and WTO rules and regulations.
• Coordinating with WTO secretariat for yearly event schedules
• Report all updates for daily activities done inside the office of the Deputy Minister for Foreign Trade.
• Preparing all daily correspondence and minutes of meeting. Entertain incoming mails and calls and dispatch it to the concern person.
• Search and evaluate all workshop requested by the Deputy Minister wishes to attend.
• Drafting reports for Anti-dumping, foreign trade and Intellectual Property
• Reviewed all responses to the questions received from different countries.
• Coordinate with all translators, lawyers, research supervisors for all the cases received from different partner countries.
• Serve as School Administrator to the Technical and Academic Program; greet visitors and answer telephone, provide information; keyboard correspondence and related matter; prepare and maintain files and records.
• Prepare general correspondences, memorandums, reports, schedules, emails and other materials from rough draft, or verbal instruction.
• Check and review a variety of data for accuracy, completeness and conformity to established standards and procedures.
• Collect and prepare data for records and reports.
• Maintain records and generate appropriate reports.
• Compile and produce statistical information reports.
• Make arithmetic calculations of absences for all trainees at the end of the week.
• Prepare weekly report to be submitted to training director.
• Prepare for weekly discussion meeting for all department and shared ideas, plan and schedule for the next action.
• Requisitions supplies and materials for office and office copy equipment.
• Operate standard office equipment to include word processing and data processing equipment, copiers, laminators, etc;
• Take all necessary and reasonable precautions to protect students, equipments, materials, and facilities.
• Comply with and support school and division regulations and policies.
• Performed related tasks as assigned by senior administration manager in accordance with the school/policies and practices.
• Assist Technical and Academic Coordinator on preparing the trainees
• Performed a wide variety of executive secretarial and administrative duties as required by daily operations in the office of Managing Director
• Coordinate office activities and schedule, develop and recommend office procedures and systems, ensure smooth office operations.
• Review and summarize miscellaneous reports and documents, prepare background documents as necessary.
• Receive and distribute incoming mails, review and evaluate mail to identify those items requiring priority attention of the MD Office.
• Process payment invoices and provide follow up to assignments given to management staff by the MD and provide status report.
• Receive and screen communications to assistance using independent judgment to determine those requiring priority attentions, channel and facilitate communication from department heads, department coordinators.
• Independently respond to letters and general correspondence of a routine nature.
• Make travel arrangements for Managing Director and other officials and maintain appointments schedules and calendars for MD arrange meeting and conferences.
• Make a decision on Pro-Active basis
• Plan ahead of time for problems, Crisis Intervention, Priorities as well as unexpected events.
• Take the time to examine the consequences
Organized Pro-forma Invoice for multiplicity customers, propel the documents after examination. Follow up check collectables. Prepare statement of account in every customers or clients. Help the managing director for office work. Prepare travel itineraries with direct hotel booking and confirmation; prepare visa for managing director and visitors who wish to visit in country for business purposes. Assist Office manager for international business. Amuse foreign visitors and local visitors. Handle correspondence independently. Uphold efficient filling for accessibility and convenient for all readers / users. Tour visitors with different customers and assist them back to their hotel accommodation. Type a variety of materials. Present confidential documents to bank and discuss about business substance privacy. I do selling in variety of materials; talk the customers nicely and with manner.
Assist the administration manager in secretarial works, updating company profile, keeping financial offers for the new projects. Control confidential information; keep records of the director and stockholders meetings and of stock of ownership transfer. Organize meetings; prepare visa application for principals who wish to visit the kingdom for business purpose. Arrange business travels for office executives complete with direct hotel reservations, travel itineraries and arrangements of the flight confirmation and information details. Maintain efficient filling and control of office correspondence, invoices, office forms, etc. for accessibility and convenience purposes. Coordinate with the project managers for the tender documents preparations as well as to the project engineers in preparing project time schedule and daily works. Receive incoming calls and telephone exchange.
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Technical works given by the Project Manager
Prepare daily correspondence to be submitted to the clients
Coordinate with the Project Manager for the preparation of Project Time Schedule.
Type daily site activities works
Type daily site reports given by the Project Engineers
Maintain updated individual files for the clients and suppliers
Follow up pending matters to the suppliers
Prepare monthly reports given by the Project Manager.
Organize ferruling schedule
Keep confidential record like contract agreement between the TIT and clients/suppliers.
Provide first hand technical assistance to the department involving various technical aspects
Assist in collection of routine field information and special test data.
Undertake other similar and related tasks as directed by the respective manager.
Contributes editing and compilation of the groups monthly and other periodic management reports.
Carry out an assortment of secretarial and clerical duties in the assigned department. Include answering telephone calls, typing, maintaining appointments diary, keeping and updating files, dispatching and distributing outgoing and incoming mails, and drafting routine correspondence. Receives departmental visitors, determines purpose of visit and advises supervisor concerned. Take messages or deliveries and /or arranges for alternative appointments. Carries out other similar or related duties, such as making photocopies, monitoring and updating the stock of department’s stationary collating and binding reports and operating a telex/fax machine as required.
Assist section heads and engineers in the use of various sophisticated computer programs/packages and manipulating data according to established procedures and program to obtain easily understandable for high quality results. This may include digitizing information, reprinting films, producing presentation materials. Provide full technical support in the used of mainframe and PC based programs such as word processor, spreadsheet and other technical software.
Type a variety of material in English and carries of general clerical duties in the assigned division or typing pool. These include special duties related to work of a routine nature, such as preparation of standard letters and forms. Checks and proofread a variety of material such as letter, report, memoranda, notices, circular and forms as well as distributed to the concerned department. Maintain records and files documents according to procedures. Might calculate and compile data as directed. May act as office receptionist and receive and dispense information in person or by telephone. Complete stationary requisition forms and received, stores and distributes offices stationary as required. Carry out other similar or related duties such as, making simple calculations and taking photocopies for assigned section or pool. Design and maintains administrative system that allows effective follow up and monitoring of administrative issues timely resolution. This includes regular reports and ad hoc memos. Request for information etc. required talking to the manager to supply such information and reports within the required timetable. Provide focal support in the coordination/prioritization of work related with contractors, audits bill, invoices and queries and work anomalies. Audits contractor invoices/bills to identify incorrect billings and recommend for processing. Includes arithmetically checking, comparing for consistency of charges as per agreed norms of contract/discussions. Also write computer programs (using Lotus or Excel) to carry out required sensitivities for budget preparation.