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Executive Assistant Safety

Abu Dhabi, Abu Dhabi Emirate, United Arab Emirates
January 14, 2020

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Mary Reshmi Henry

Administration / Secretary / Project

Coordination / Event Coordinator/HR/ Safety



Experience in Oil and Gas industry/ Shipping / Hospitality and in construction with more than 15 years’ experience in administration, secretarial functions, training, HR general role, Projects, Event Management, Safety, British safety awards audits etc.


Administration, Coordination, Training, Safety, Secretarial functions, HR generalist, time management, organizational skills, SAP, SharePoint Management, MS office, Visio etc. EDUCATION

Degree – Bachelor of Commerce – Calicut University - India


English, Hindi & Malayalam


Passport # S1212704 Valid: 06/07/2028

QID :278********

Qatar Driving Licenses

Husband Sponsorship


Certificate in Office Management from Spearhead

Training (17th to 19th November 2015 – Doha).

Certificate in The First Aid & CPR course from Qatar Red Crescent, November 2016.

Certificate in Train the Trainer for Incident and Injury Free Orientation Program, by JMJ Associates on March 2017. Certificate from Nakilat on 19th April 2017, for Effective Facilitation and Presentation Skills.

Certificate in Conducting Critical Conversations from ExxonMobil (Oct 2nd to 3rd October 2018- Doha)


Administration Assistant / Project Coordinator Nakilat Agency (QGTC) – Qatar

Present Job

Provides administrative support services to Agency Manager and staff as required. This includes,

coordinating and making meeting arrangements, travel arrangements, correspondence etc.

Responsible for documentation management including technical data i.e., filing, recording, copying, scanning, binding etc., and ensures that high levels of

confidentiality are maintained.

Maintaining certificates like T- Bosiet, H2S, (OMF cards) offshore Medical Fitness card.

Arranging visas, hotels and transportation for the seismic crews and visitors

Provides administrative support services to department as required. This includes, coordinating and making meeting arrangements, travel arrangements,


Administers and maintains the department calendars with key events and regular occurrences, such as

meeting, presentations audit schedules and so on.

Liaises with other departments of Nakilat for support services, General Services, IT and Accounts and

maintain petty cash for the SHEQ department.

Generates formats and status reports, updates

department weekly meeting minutes, matrixes and

presentation slides.

Administers Dept. HR related matters, i.e., Leave Records, SAP appraisals/ objectives records for

Performance Management – this includes uploading

mid-year and yearly performance appraisal data for all staff.

Liaison with Safety Institutions for arranging safety training (Fire warden, First Aid, Defensive Driving etc. for Nakilat and NAC staff) and ensure training records are updated and a copy of the training certificate submitted to the HR department.

Maintain record of department subscriptions of reference publications.

Maintain confidentially documents of all the contracts and customers.

Organise training with external parties for the seismic crews.

Focal point for all safety related aspects of Nakilat Agency.

Prepare Raslaffan gate passes (Supplementary gate pass, Temporary / permanent RLIC gate pass,

Passenger Transit Pass, Seaman Transit Pass) etc.

Processing Business visas and visa extensions etc.

(Making all documents for visa application and

submitting to Immigration.

Arranging OGUK medical with QP for OMF card.

Prepare Emergency Response Handbook quarterly and updated list to be forwarded to JV and hard copy of the book to be circulated to the Emergency Response team members of Nakilat.

All the expired P&P after revalidation to be routed for approval and the approved policy to be updated on the Share Point Portal.

Ensures that the Emergency response room is

maintained in a state of readiness and provides

secretarial support to the ERT (Emergency Response Team).

Preparing department budget and monitor the same in SAP.

Assist in preparation of presentation materials for Departmental SHEQ seminars.

Responsible for requisitioning (PPE) and receiving goods.

Compile weekly status report of items outstanding and requiring attention / closure.

Assist in the maintenance of records of emergency response Exercises and actual incidents

Organise safety induction training.

Prepare poster and presentations.

Previous Work Experience

June’13 to Dec 14 Katara Hospitality (Government

Sector) Executive Assistant to Corporate Director Human Resources.

Jun’10 to Oct ‘12 with Robust Trading & Contracting Co. Doha, Qatar (a company encaged into interior designing and decoration – construction works) as Executive

Secretary / HR Officer.

Dec.’06 to May ‘10 (Info Edge India Ltd.) Asst.Manager Administration

July 2003 to October 2005 AC Group as Front Office Executive.


Incident and Injury (IIF) Orientation Trainer (Champion):

Responsible for conducting IIF Orientation training across Nakilat office and JV’s.

Support the IIF programme with the overall management and implementation of any and all key activities.

Coordinate all events and logistics for the IIF program.

Ensure effective planning, attendance and tracking of IIF events and sessions.

Support IIF champions to conduct effective sessions.

Organize IIF recognition events and safety days.

Compile months reports and statistics of the program for the management review.

Conduct monthly champions meeting.

Manage and compile IIF documentation

Assist communications planning e.g. production of materials, flyers, posters etc.

Personally, engage with IIF so they understand and appreciate its content and context.

Establish and nurture powerful relationships with Management, IIF Champions and those in operations to ensure effective planning, attendance and tracking IIF events and sessions

Capture the “story” of IIF – how this is being implemented, lessons learned, photos of events, what’s working, what’s missing

Event Coordinator:

Manage all event operations (preparing venue, invitations etc.)

Understand requirements for each event.

Plan event with attention to financial and time constraints.

Book venues and schedule speakers.

Research vendors (catering, brochures etc.) and choose the best combination of quality and cost.

Negotiate with vendors to achieve the most favourable terms.

Hire personnel for conducting the events (Hamad

Hospital, MOE, Qatar Red Crescent etc. for organizing corporate events.

Do final checks at the day of the event (e.g. tables, technology) to ensure everything meets standards

Oversee event happenings and act quickly to resolve problems

Evaluate event’s success and submit reports.


Road Safety Awareness Campaign “Don’t Text and

Drive” on 15th November 2016 in coordination with the Traffic Department (MOI).

IIF Engagement Workshop for Nakilat Management on 13th & 14th of November 2016, in coordination with JMJ Associates.

Blood Donation Drive on 26th January 2017 in

coordination with Hamad Medical Corporation (HMC).

Basic Fire Safety on 30th March 2017 in coordination with Qatar Civil Defence.

Turtle Beach Clean-up in Raslaffan organized by Qatar Petroleum (on 20 April 2017 and 20th December 2017) Organized Nakilat staff and its JV’s (NKOM, NDSQ,

NSW) to participate in the event.

Heart Diseases prevention through healthy Lifestyle in coordination with Ministry of Public Health on 18th May 2017.

Basic First Aid Awareness Event an informative session on Basic First Aid Techniques in coordination with Qatar Red Crescent on 19th October 2017.

Influenza Vaccine Campaign in coordination with Ministry of Public Health on 15th Nov.2018

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