Administrative Assistant

Ms. Priyatharsini

Doha, Qatar

SUMMARY

A Human Resources administrator, assisting and performing a variety of clerical, payroll and recruitment duties in the Human Resources Department. Seeking a position to utilize my knowledge, skills, and abilities in the field of Human Resource and Administration stream and to be a member of a professional team, can provide a full range of administrative and doc. Controlling support, can perform a broad range of complex responsibilities with minimum or no supervision, able to use tact and discretion when dealing with confidential personal issues.

Total 17+ years working experience and 11.5 years in HR and Administration.

WORK EXPERIENCE

HR Administrative Assistant

ASTAD Project Management, Doha, QatarHR Administrative Assistant.

Dec 2013 – July 2019

•Take part in developing HR Procedures and presenting PowerPoint demos at meetings.

•Update Job Descriptions to ensure they are up-to-date and meets role requirement, subsequently upload in Oracle ERP.

•Make sure HR departmental policies, processes, standard operating procedures and instructions are followed to meet the ISO standards and in a controlled and consistent manner.

•Sound knowledge in general HR processes, record travel requests, duty visits arrangements and leave management administration.

•Contribute to the identification of opportunities for continuous improvement of administrative system, process and practice taking into account, “international leading practice”, improvement of “business processes”, “cost reduction” and “productivity improvement”.

•Custodian of Employees Personnel Files, which consist of receiving and registering, controlling, archiving, imaging and maintenance.

•Record personnel details in Human Resources Information in Oracle Software (ERP)-HR Module, maintain “Periodical performance” details of Employees in ERP system, and Liaise with IT for system improvements/Automations.

•Validate employees’ overtime, casuals’ timesheets and update in the ERP system. Update all other payroll related entries before sending to Finance Department and assist IT/Finance Department in troubleshooting payroll related enquiries when required.

•Consult with relevant department for contract extension of retirees, definite and casual employees and finalize accordingly.

•Prepare promotion and title change letters for the employees.

•Follow all relevant departmental policies, processes, standard operating procedures and instructions, so that the work is carried out in a controlled and consistent manner.

•Ensure issues are addressed as appropriate and that requires approvals as well as secured.

•Process probation completion and exit clearance formalities.

•Arrange employees’ Medical and life insurance policy pertaining to additions, deletions and verification of invoices.

•Verify eligibility of applied sick leaves or other medical types of leaves with the medical cooperation.

•Calculate and submit final settlements of the leaving employees to Finance Department.

•Develop professional and technical knowledge by attending educational training.

•Book travel (airfare, hotel, ground transportation) for duty visits, training delegates as well on boarding and leaving staffs.

•Process travel authorizations and PO in the Oracle system for initiating payments.

•Maintain calendar, planning internal/external meetings, including agenda preparation and distribution, organize meeting logistics; answer telephones, and greeting visitors. Provide general support to visitors. Record and prepare minutes of meeting.

•Analyze and process staff requests such as company letters, leave processing etc. prepare letters, memos and other correspondence to external bodies on behalf of company employees’, as per prevailing policies and procedures, make sure all necessary documentation are processed in a timely, accurate and efficient manner.

•Track the signing and dispatch of all outgoing correspondence related to assigned tasks, prepare tracking logs.

•Manage records and archives related to projects and assigned task as per departmental and corporate document control procedures.

•Develop and maintain a filing system.

•Establish, maintain records, handle photocopying and filing and arrange for the efficient operation of office equipment to support the effective functioning of the unit.

•Monitor and order office supplies; Maintain adequate inventory of office supplies.

•Perform other related duties or assignments as directed

Administrator & HR Assistant

Specialized Oil Services W.L.L, Doha, Qatar.

Mar 2008 – Nov 2013

•Provide & assist effective administrative supports to Operation Manager in the day to day activities.

•Type correspondence, memos, surveys, payment vouchers, modify format and contents for effective presentation of information, revise and draft forms as needed.

•Resolve salary queries with payroll department, managing leave procedures and attendance.

•Verify staff overtime with timesheets and forwarding to Finance Department.

•Document Controller, maintain confidential information & record files of Employees’ as per the ISO

9001:2008 standards. Establishing and maintaining computer records which include - recruitment files, interview test reports, general files, information on sick leaves, payroll, vacation pay, attendance cards, and hourly time records.

•Provide advice and information to management on workplace related policies/ procedures, staff performances and disciplinary matters.

•Distribute incoming regular/ electronic mails and other materials to Departments, coordinating the flow of information internally, with other departments and also external Organizations to speed up the work process.

•Ensure that the visas of all personnel are valid, if not organizing the paper-works to extend the validity of the visas and avoiding any penalties.

•Ensure Insurance like “Workmen Compensation Insurance” and “Project Insurance” are valid during the period as per the contractual obligation.

•Interact with various manpower companies for human resources.

•Prepare faxes, letters, memos and all relevant documents required for the operation of the Instrument department.

•Arrange visas for mobilizing SOS personnel and principal Companies. Organizing Safety training for all so that all field personnel have valid safety card all the time.

•Order office supplies and maintain inventory.

•Organize paper work for principal companies in various projects and immigration related works.

•Handle Cashier responsibilities.

•Prepare Pay slips for all personnel based on the information prepared by the Central Accountants and distributes the pay to all personnel.

•Organize Tender Bond together with the Performance Bond from the Bank.

•Monitor the maintenance of company vehicles and conduct periodic inspection of vehicles.

•Prepare the Purchase Requisition and Service Orders.

•Raise invoices and submits the same to the clients. Follow up the payments (I have been accredited with bringing outstanding beyond 60 days to zero balance).

•Organize and distribute PPE (Personal Protective Equipment) for all field personnel.

•Prepare Gate passes for field personnel efficiently.

•Arrange travel schedules and make reservations.

•Compile Bid for tender as stipulated in the tender documents for various clients such as Qatar Gas, Qatar Petroleum. QAFCO, QASCO, etc. and to the principal companies.

•Generate below weekly reports for the Operations Manager.

•Invoice raised, Balance Outstanding and amounts received

•Update status of the Tender Bid Bonds and Performance bonds

•Visa Status and gate pass status for all personnel.

•Update Safety induction course data of all personnel

•Expenses incurred on Safety Equipment purchase and Safety training expenses as part of OHSAS2007 procedures.

•ISO 9001:2008 & OHSAS 18001:2007 Internal Audit & Prepare Reports

Accounts Assistant

Gulf Exchange and Finance Co, Doha Qatar

Dec 2003 – Jun 2007

•Data entry

•Prepare of remittance refund documents

•Check of Bank advices

•Verify Bank deposit vouchers and Receipt vouchers etc.

Secretary cum Administrative Clerk

Al Mannai Corporation Q.S.C. Doha, Qatar

July 2003 – Oct 2003

•Secretarial functions for the Internal audit Manager

•Administration functions for the audit department

Clerk-cum-Cashier

Eastern Exchange Finance Ltd. Doha, Qatar

Jan 2003 – Apr 2003

•Greet customers as they arrive in the store and provide them with information regarding products and/or services.

•Respond to customers’ complaints and take necessary actions resolve their issues

•Count money at the beginning and ending of each shift

•Receive checks and cash for deposit, verify amounts, and check accuracy of deposit slips.

•Enter customers' transactions into computers to record transactions and issue computer-generated receipts.

•Balance currency, coin, and checks in cash drawers at ends of shifts, and calculate daily transactions using computers, calculators, or adding machines.

•Count currency, coins, and checks received, by hand or using currency-counting machine, to prepare them for deposits.

•Process transactions such as telex transfer (TT), demand draft (DD).

•Resolve problems or discrepancies concerning customers' accounts.

•Monitor bank vaults to ensure cash balances are correct

Assistant Accountant

City Travels, Doha, Qatar

Dec 2002 – Jan 2003

•Assist the chief accountant in day to business.

EDUCATION

Bachelor in Bank Management

University of Madras, India

1999-2002

Anna Adarsh Higher Secondary School, India

1998 – 1999

LANGUAGES

English – Fluent

Tamil – Fluent

ADDITIONAL INFORMATION & CREDINTIALS

Computer Skills :- Knowledge in Microsoft Office and ORACLE- ERP (SINAN) software

Others :-

•Diploma in “Value Based Education” in Thailand

•Certification in OHSAS 18001:2007 Internal Auditor, Doha Qatar

•Certified Human Resource Management Professional & Manager (CHRP & CHRM) ACI-USA,

Doha, Qatar.

•Trained on Banking at Indian Overseas Bank, India

INTERPERSONAL SKILLS:

•Excellent personal motivation with a proven ability to build and work collaboratively in a strong team concept environment, and independently.

•Received positive evaluations from employers.

• Proven success in initiating, promoting and maintaining strong interpersonal relations.

•Very much focused, versatile, dependable, multi-task oriented, positive, emotionally stable, able to adapt effectively to challenging and emergency situations.

PERSONAL INFORMATION

Qatar ID : 279********, valid till 30th January 2022

Nationality : Sri Lankan

Marital Status : Married

Sponsor Status : Husband sponsorship

E-mail : *****.*****@*****.***

Mobile No. : +974-********

REFEREES:

Ms. Monabel Pablo Mr. Guy Victor Bennett

HR Business Partner Human Capital Director

ASTAD Project Management ASTAD Project Management

P. O Box 23242 Doha Qatar P. O Box 23242 Doha Qatar

T: +974-******** ; M +974-******** T: +974-******** ; M +974-********

Email- *******.*****@*****.** Email - HYPERLINK "mailto:***.*******@*****.**" HYPERLINK "mailto:***.*******@*****.**"HYPERLINK "mailto:***.*******@*****.**"***.*******@*****.**

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