Secretarial and administration skills

MIRAFLOR B. MANALO

Mobile No.: +971-**-******* / +971-**-*******

Abu Dhabi, U.A.E.

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

Professional, self-motivated, well oriented. Can handle pressure and with

excellent interpersonal skills. With accounting background. Knowledge in

MSOffice, Outlook, and internet.

Professional Experience

Date of join: March 2008 to Present

Company: Al Nowais Investments LLC. (Abu Dhabi, U.A.E.)

Position: Executive Secretary to GGM & CIO

Duties and Responsibilities:

. Performs a variety of Executive Secretarial and Administrative

duties as required by daily operations of Group General Manager and

CIO.

. Provides professional clerical/administrative support and assistance

to executives.

. Handle proper direction of business relations by communicating with

external contacts.

. Assisting accounts department, receiving of invoices, follow-up to

suppliers.

. Handling sensitive information.

. Preparing monthly report of department expenses

. Making of LPOs and keeping records of LPOs and payments.

. Maintaining paper and electronic filing systems for records

. Attending and directing visitors.

. Manage travel arrangements of executives, material preparation such

as charts, correspondence, and slide preparations.

. Read and analyze incoming memos, submissions, and reports in order to

determine their significance and plan their distribution

. Visa arrangement for managers and executives.

. Arranging couriers for pick up and deliveries of documents and files

for due submissions.

. Manage the filling, storage and security of documents through Aconex

and outlook.

. Answer and screen manager's telephone calls, and arrange conference

calls if required

. Coordinate manager's schedule and make appointments

. Coordinates with related departments as required.

. Review and approve supply requisitions

. Anticipate needed supplies.

. Ensure effective transfer of files and records

. Maintain office equipment

. Coordinate to all subsidiary managers for report and other issues

. Organize conference registration, accommodations and travel

arrangements

. Manager's personal/family travel arrangement, hotels, and

transportation

. Renewal of tenancy contract of managers and bill payments.

Date of join: October 2006 to March 2008

Company: Al Amry Group (Abu Dhabi, U.A.E.)

Position: Executive Secretary to Chairman And HR Coordinator

Duties and Responsibilities:

. Direct reporting to the Chairman and CEO.

. Conduct research, assemble and analyse data to prepare reports and

documents

. Maintaining of all documents in systematic coding and filing.

. Distributing of all revised documents if necessary for employees

info.

. Co-ordinate with seniors for information.

. Consolidating of all reports from different division.

. Organize meetings, appointments, conference registration,

accommodations and travel arrangements.

. Coordinate and schedule daily agenda as well as weekly and monthly

calendar appointments

. Responsible for confidential issues and general accounting for other

division.

. Prepares recruitment lists and job postings

. Maintains and projects the Company's professional reputation.

. Assists in training new employees. Supports department personnel as

needed

. Type memos and letters as requested.

. Visa/hotel/transportation arrangement for VIPs.

. Assisting HR department for initial interviews of candidates, visa

application, visa processing, reviewing of all required documents for

submission to the immigration/embassies.

. Responsible for issuance of certificates/other documents as per

employee's record.

. Maintain CEO personal files and supervise in maintaining / filing

general company files

. Coordinate with all Project Directors, Project Managers and

Commercial Managers for meetings and subcontractors payments.

Date of join: October 2002 to June 2005

Company: Al Mandoos Trading Co. (Abu Dhabi, United Arab Emirates)

Position: Purchase Officer

Duties and Responsibilities

. Dealing with suppliers (in/outside the country) for price bargaining

through e-mail/fax.

. Responsible in preparing memos, inquiries & replying to

inquiries via e-mail receives from different suppliers (in and out of

the country).

. Payment follow-up of orders and other pending inquiries from

different suppliers.

. Arrange payment for the ordered goods thru bank transaction

such as TT or advise accounts department for L/C payment.

. Responsible to clear the ordered and arrived goods from customs.

. Attends to proper receiving of ordered items based on the quantity

mentioned in PO signed by the responsible signatory.

. Preparing of necessary documents for shipping of materials / clearing

from customs.

. Preparing of important documents of foreign purchased goods for

submission to government offices.

Requesting samples from various suppliers outside the country.

. Distribution of finished products to showrooms.

. Inventory of all items in each showrooms and prepare reports for

submission to manager.

. Receives complaints from customers and take necessary actions.

. Scanning of drawings and placing instructions on the drawing using

powerpoint.

. Arranging of presentation for the new projects.

. Responsible for tabulation of cost and pricing of item executed.

. Performs certain standard activities such as keeping up-date for all

the reports from time to time.

. Editing of drawings for presentation.

. Co-ordinates with all Showroom Manager for delivery and inventory.

Date of join: January 2001 - September 2001

Company: Syngenta Philippines (Agriculture Industry)

Position: Regional Assistant/Executive Secretary

Duties and Responsibilities

. Gathering data from internet.

. Assisting all regional managers

. Making presentation with graphics using power point.

. Updating data gathered from the internet to our system.

. Preparing travel documents (visa, plane ticket, certificate of bank

statement, ITR, preparing letter to the embassy and other documents

needed for business travel)

. Obtaining of flight schedules from chosen agency.

. Arranging of cash advances to be used for business travel.

. Tabulating of all expenses made during business trip of all regional

managers.

. Assist all regional managers other personal appointments.

. Responsible in all cash advances of all regional managers.

Date of join: September 2000- December 2001

Company: Asian Development Bank

Position: Inventory Analyst Asst.

Duties and Responsibilities

. Attends to the timely and efficient deliveries and inspection by

checking delivered goods, generating report print-outs for signing of

end-user, listing all variances of actual delivery according to the

ordered quantity and quality and reporting delivery findings.

. Attends to the proper and timely issuance of supplies and acceptance

of deliveries by receiving requisition forms.

. Preparing, collating, distributing and maintaining receipts for

issued and returned items.

. Entry data into the Property Materials Management System (PROPMAN) by

consolidating, encoding and reviewing relevant information, posting

stock balances in the system.

. Contributing to the accurate and comprehensive maintenance and

entry of data into Property and Materials Management System by

consolidating, encoding and reviewing relevant information, checking

for alterations in request forms or questionable signatories, posting

stock balances, updating bin cards and comparing them against the

shelf count as well as verifying stock availability;

. Ensures the office filing systems and records are properly maintained

and updated in accordance with an existing framework for easy

retrieval.

Date of join: December 1998- September 2000

Company: Air Liquide Phils Inc. (Chemical & Gas Industry)

Position: Admin. Officer cum ISO Assist. (Pasig Plant)

Duties and Responsibilities

. Communicating with seniors for reports regarding status of each

department.

. Ensures all the incoming mails is logged, properly distributed

and brought to the attention of concerned staff, and that outgoing

mails/faxes are delivered on time.

. Provides effective control for the project. Distribute document

revisions as required.

. Communicate with originators to resolve document problems.

. Responsible to assist QA Department Manager.

. Assist ISO Coordinator in preparing of materials needed for

seminars and training.

. Handle telephone calls and inquiries

. Ensures the office filing systems and records are properly

maintained and updated in accordance with an existing framework for

easy retrieval.

. Consolidating of daily reports gathered from different plants.

. Performs other duties assigned by the management.

EDUCATION:

De Ocampo Memorial College, Philippines - Bachelor of Science in Office

Administration - 1997

System Technology Institute (STI) - Computer programming - 1992

De Ocampo Memorial College, Philippines - Medical Secretarial Course - 1991

De Ocampo Memorial College, Philippines - High School - 1988

PERSONAL DATA

. Nationality : Filipino

. Driving License: Valid till 2019

. Visa Status : Residence (Transferable)

References available upon request

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