Executive Assistant
Dolphin Energy Limited
Total years of experience :13 years, 2 Months
Responsibilities include:
Management of Director's Office:
• Manage complex meeting schedules and ensure that the Director is aware of the day’s commitments. Make amendments to the schedule where necessary, especially in emergencies, ensuring that others involved in the activities are aware of schedule changes at the earliest opportunity. Circulate necessary documentation and ensure that refreshments are available at such events and catering if required.
• Arrange complex international travel for the Director, including transportation, hotel/airline bookings and visas. Prepare a detailed itinerary and submit all expense claims upon return.
• Participate in meetings and Prepare minutes of meetings.
Procurement & Contracts Duties:
• Prepare submissions to Tender Committee to obtain approvals for Tendering processes required to purchase services or goods.
• Prepare Board Resolutions to be presented for approvals, where required in accordance with procurement & contracts policies and procedures.
• Follow up with vendors to execute Agreements and prepare Purchase Orders (using SAP) after getting necessary approvals.
• Prepare a report for Purchase Orders executed for Company on a Monthly basis.
• Prepare and circulate Weekly & Monthly Report to Management Team and CEO.
• Represent the department in the company’s Sustainability Forum and participate in the preparation of the Sustainability Report.
Document Management:
• Receive mail, faxes and letters and organize for Director ’s review.
• Prepare letters, memos, reports and present it for Director’s review and approval.
• Established and maintained a comprehensive filing system while maintaining confidentiality.
Other Duties:
• Coordinate the Project Steering Committee and Tender Committees meetings, prepare and circulate agendas and Minutes of Meetings.
• Responsible for the update of the Intranet for the Procurement & Contract Division.
• Review and process/submit invoices of contracts to the Finance Division.
• Provide SAP support to the Procurement and Contracts Team and other departments assistants when required.
• Ensure that all work activities are conducted in a safe and environmentally responsible manner at all times. Comply with the Dolphin QHSE management system and report all incidents and near misses to Director or QHSE representative.
• Member of the HSE (Health, Safety & Environment) Committee.
• Certified First Aid member and Floor Warden.
Responsibilities include:
• Share Trading - doing Share Transaction (Khazna Program), Printing Certificates and making sure of all paper work details for Share Transfer to take place.
• Prepare & Issue Purchase Orders (Great Planes) for the IT department.
• Establishing and maintaining office administration systems and documentation from scratch (e.g. weekly reporting mechanisms, paper trails, invoicing).
• Organization of Business Development / Marketing Trips throughout the region. Ensuring follow-up post trips.
• Arrange events for Public Relations and Marketing Departments.
• Complex diary management and International travel arrangements.
• Issue correspondence in a presentable manner in line with overall corporate standards.
• Prepare Power Point presentations of a high standard.
• Maintain an efficient Data Management System.
• Send e-mails on behalf of the CTO in a proper and timely manner when required.
Project Administration Officer reporting to Senior Project Manager
Responsibilities include:
• Managing all requests for newly joined employees in the project such as:
Requests of PCs, all database access and instalment of programs as per discipline specification. Requests of Office Furniture, receiving and supervising the installation in the right place.
• Follow up construction works of new offices of the project with the Administration department of Company and sub-contractors till the Construction work is over, and shifting of Employees to new location.
• Organizing Meetings and Events for the Project.
• Responsible for arrangement of accommodation and transportation of Visitors coming from Technip France to visit the project.
• Request for visas for Employees and arrangement accommodation and transportation.
Procurement Secretary
Expediting Activities:
• Expedite Vendor’s deliveries. Prepare all documents that are necessary to clear the material from Airport or seaport.
• Prepare Expediting Plan, arrange for Expediting visits to Vendor’s Shops and prepare Expediting Reports and Alert Notices. Ensure Vendor compliance with delivery terms agreed in the Purchase Order and ensure full traceability of equipment/material of the Purchase Order.
• Report to Project Procurement Manager all issues related to Purchasing/ Expediting.
Buying Activities:
• Prepare Bidders Lists, request Quotations and prepare Purchase Orders and Amendments.
Project Secretary
• Responsible for Transportation and Accommodation arrangements local and international for Project Team and Project Visitors.
• Prepare letters and maintain electronic and hardcopy Filing. Scheduling meetings with Clients and other Companies.
MS Office
Educational History Bachelor of Arts, English Language (three years). Computer: SAP, EzDelcom, Shar
Three Years