Logistics, Inventory Control, HR, Administration

GEMMALYN ALIYAH DOMINIA, FILIPINA, HUSBAND VISA

Residency - Doha, Qatar

Mobile Number - 974-****-****

E-mail Address - adbfni@r.postjobfree.com; adbfni@r.postjobfree.com

Ability to set procedures to organize my given task. Improve and simplify procedures to ensure a smooth transfer of work from one dept. to the other, to achieve the desired result in a timely manner.

Ability to draft process flow charts and document guidelines and procedures. Create effective forms. Change Management to ensure smooth and proper implementation of new procedures. (samples available)

Ability to map, reorganize and restructure organizational charts to streamline dept. functions and hierarchy.

Ability to set reporting and monitoring systems for the timely and proper execution of work. Collect KPI’s and gather “real-time data” to prepare effective reports and submit regularly for Management review.

SKILLS:

English Writing Skills - ability to draft business and administrative letters, policies and procedures

English Verbal Communication Skills - ability to effectively communicate in English

Inter-personal skills – ability to blend with any working environment and multi-culture

Computer Skills - Excel, Word, PowerPoint, Excel, Visio, Paint, SAP, ERP, HRMS/HRIS

Visual Mechanics - ability to prepare effective process flowcharts, forms, diagrams and presentations

PROFESSIONAL PROFILE:

HR (10 Yrs.) - HR general functions, attendance and WPS, staff relations, guidance and discipline

Office Administration (4 Yrs.) - Reception Management, Customer Service, Facility Management, Document Control, Information Dissemination, Secretarial Functions, Asset Inventory

Logistics (15 Yrs.) - import and export, documentation, dispatch, logistics coordination, shipment monitoring, freight and delivery cost negotiation, 3PL, LC shipments, storekeeping, warehousing, inventory control, reverse logistics

Purchasing and Sales Support (4 Yrs.) – process inquiries, orders, PI, PO and OC. Manage inquiries.

Business development. Monitor sales activities and reports. Liaise with clients. Follow-up payments.

ISO Certification and CT-PAT Certification (3 Yrs.)

EDUCATION AND TRAININGS:

- Bachelor of Science in Business Administration, University of the Cordilleras, Phil.

- PMP Course 2013, Chicago Training and Consultancy, Doha Qatar

- Proper Work Perspective - SAP Basics

- Self-Development and Management Skills - Design-Win Awareness Training

- BIS Rel. 2: Supervisor Discussion Complete - Human Resource Management Training

- Office TPM Training / Kaizen Training/ 6 Sigma Basics - Individual Development Plan Completion

- Microsoft Word, Excel and PowerPoint Software Training - and In-house Train the Trainer

- HRMS-Smart Software Training - Environmental Management System

- ISO Basics In-house Trainings - Material & Supplier Management Overview

- Basic Air Cargo Course - Encompass Training (logistics global system)

- Cargo Dangerous Goods Course (Basics) - Spares Management Training

- Export Control Re-training - Inventory370 Orientation and Training

- Experience Based Development in Logistics/Procurement - SMI/Consignment

- Inventory/Warehouse Management and Reporting - Material Planning and Material Master

- Requesting Stock In-house Training (SAP) - Internal Stock Request (SAP)

POSITIONS HANDLED IN QATAR (9 Yrs.):

Current Job - HR and Admin Officer

Cambridge Trading and Contracting - Office Manager (Business Development, Purchasing, Logistics)

Al Shulah Lighting - HR and Logistics Officer

Sharaka Holdings:

- HR Generalist/Coordinator for Staff Relations cum Secretary to the Group HR Manager (3.5 yrs.)

- Executive Assistant/Secretary to the HR and Corp. Planning MD cum Asst. Process Analyst (1 Yr.)

- Logistics and Purchasing Assistant (1 Yr.)

DETAILED EXPERIENCE:

HR AND ADMIN OFFICER – CVS (Fabrication of HVAC) Qatar, current job

- Process vacation leaves, termination, resignation; recruitment support; new staff onboarding

- Attendance monitoring and preparation for payroll and WPS processing

- Monitor attendance and client meetings of Sales Team and prepare month end summary reports

- Monitor vehicle trips and generate GPS month end reports

- Monitor RP, Hamad cards, insurance, driver license, Istimara, permits expiry and renewals

- Draft memos, generate reports, purchasing activities

- Monitor repair and maintenance of photocopiers and toner usage

- Monitor payments and usage of electric bills, evaluate monthly usage

- Monitor mobile and landline telephone bills payment, evaluate monthly usage

- Manage waste disposal (garbage, sewage, industrial)

- Manage pest control treatment of offices and accommodation

- Monitor air-con cleaning and maintenance

- Monitor water filter cleaning and candle/filter change

- Prepare GPS reports of all vehicles. Monitor and submit to HRM. Check proper usage of trucks.

- Handle petty cash (ERP) for fuel and repairs

- Monitor service maintenance of each truck

- Reception Management. Receive calls, attend to visitors and clients

Achievements: introduced the e-mail system to document any given task and facilitate the process between departments, to organize and improve communication between departments. Introduced reporting system to organize activities and identify priorities and problem areas. Generate GPS reports of all vehicles to identify official and non-official trips. Established monitoring system for waste disposal, pest control and IT maintenance services. Introduced the Leave Planner.

OFFICE MANAGER/OPERATION – Cambridge Trading and Contracting, Doha, Qatar (5 mos.)

- Manage inquiries received by e-mail, phone and from walk-in clients

- Monitor and ensure all inquiries are acknowledged and provided with quotations within the day for

max. 3 days for multiple line items or a regret letter is sent if not within the business scope

- Identify potential clients and big projects from inquiries received, prioritize and follow-up

- Prepare quotations and negotiate with client. Follow-up until the order is finalized and LPO is issued

- Follow-up collection and facilitate payments as per approved LPO in a timely manner

- Liaise with clients. Follow-up quotations and negotiate whenever necessary

- Oversee and monitor inquiries and orders of American Airbase, FLEOUR and RAYTHEON. Ensure that

inquiries are acknowledged, quotations are provided and followed-up. Monitor/follow-up payments

- Negotiate freight charges with forwarders, monitor pick-up of shipments and timely delivery to client

Ensure that all payments/collections with suppliers and clients are done in the timely manner

- Set weekly sales and purchasing meetings, monitor submission of weekly reports

- Update status of inquiries, purchase orders, shipments and payments/collection in the system/ERP

- Supervise the Dispatch Group of local pick-up and deliveries of orders, pick-up of payments

- Review freight charges and shipping documents

Achievement: Introduced the concept of Inquiry Management to identify potential clients and ensure that no business opportunity is lost. Introduced the concept of weekly meetings and weekly reports of purchasers and sales team to facilitate quotations, identify potential and big projects and ensure no business opportunity is lost. Introduce the procedure to ensure error-free of shipping documents to prevent delays due to documentation errors; proper selection of mode of shipment and shipping routes to meet delivery date to client at the most manageable cost. Introduced proper monitoring of shipments and documents to meet delivery date to client.

HR AND LOGISTICS OFFICER - Al Shulah Lighting, Qatar July 2014 to Dec. 2017

- Handled HR general functions

- Purchasing support, process PO and PI with suppliers

- Supervise the Dispatch Section in scheduling deliveries, installation services and collection

- Logistics coordination of shipments and deliveries. Nominate forwarders and freight negotiation

Achievements:

- Restructure and realign dept. functions, and came-up with an effective organizational chart

- Prepare work process flowcharts and procedures for HR, dispatch, storekeeping and imports

- Created the “Order Delivery Planner” to track shipments to ensure no delay in documents/delivery

- 3PL Implementation to save on logistics cost and ensure timely delivery of shipments

- Minimize extra charges of shipments under Letter of Credit

- Improved HR and Logistics procedures with new SOP and improved forms

- Implement the “Annual Staff Leave Planner” to organize staff leaves

- Improved staff tardiness thru the new policies and disciplinary measures

- Showroom Daily Readiness and Propriety Checklist (ensure showroom and staff readiness to work)

- Weekly Showroom Store Audit Form (train storekeepers and gradually correct inventory imbalance)

- Creation of the Dispatch Group (proper scheduling of deliveries, installation and repair)

- Reward System (Good Performance as per Customer Satisfaction Form for the Dispatch Group)

- Completed ISO Certification requirements in Nov. 2017 with certificate issued in January 2018

HR GENERLIST/COORDINATOR FOR STAFF RELATIONS CUM SECRETARY TO THE GROUP HRM, HO (3.5 Yrs.)

EXECUTIVE ASST./SECRETARY TO THE HR and CORP. PLANNING MD CUM PROCESS ANALYST, HO (1 Yr.)

LOGISTICS OFFICER/PURCHASING SUPPORT, Gulf Office Solutions (1 Yr.)

Sharaka Holdings, Qatar (Head Office, 30 Subsidiaries), Nov. 2008 to March 2014

- Handled HR general and detailed functions. Secretarial general functions. Assist in company events

- Prepare HR/Admin letters, memos, announcements, procedures and certificates for the GHRM

- Handle staff relations and discipline. Assess staff issues and draft disciplinary letters for the GHRM

- Check staff attendance and prepare report for payroll preparation. Issue reminders/warning letters

- Organize and prepare agenda and MOTM for the “HO Weekly Managers Department Meetings”,

follow through and completion of action items.

- Created the “HR and Admin. Register” to monitor completion of HR/Admin requests within 3-5days

- Recruitment Support. interview scheduling, job offer preparation, actual interviews

- Handle staff benefits and insurance, workmen’s compensation

- Facilitate and assist in staff performance evaluation activity

- Process and monitor employment contracts and, RP renewals. Maintain and update staff files

Achievements: Simplified and improved HR forms and procedures in recruitment, resignation, termination. Conceptualize the Automation of HR Certificates. Implement monitoring schemes to track and trace HR requests and transactions. Analyze and prepare flowcharts and Forms for the 29 new HR and Admin Policies.

Adityabirla, Group, PCSI (1 Yr.) Factory, Exporter (2007 to 2008)

- Shipping Documentation Supervisor

Achievements: Process export shipping documents of 200 ISO-tanks of coconut oil derivatives

per month. Directly hired by the Management to improve lead-time in the processing of shipping

documents. Improved procedure in preparing a 99% error free shipping documents in 1-3 days only

HECNY Group, Forwarder, Customs Brokerage, Warehousing (2002 to 2006)

- Office Administrator for HR and Operation

- Handled HR, Office Administration, Sales and Operations. Supervision of the operations 24/7. 3PL.

- Liaise with clients, handle customer service, manage inquiries, monitor sales team activities

- Facilitate weekly sales and managers’ meetings, prepare minutes of the meeting and submit to the

Management. Facilitate and collect sales reports and submit to the Management.

Achievements: Drafted guidelines and forms in HR, Admin and Operations that passed the US CT-PAT certification. Restructured an effective organizational chart. Certification to USA Customs Trade Partnership Against Terrorism in 2006. Pre-ISO.

Fritz A’ UPS (2 Yrs.) Warehousing and distribution of the installation materials and equipment of the 2500 cell sites of Globe-Nokia all over the Phil; Manila, Phil

- Warehouse OIC and Inventory Controller

Achievements: Successfully managed the 24/7 operations, and completed the project with no delay and very negligible inventory discrepancy. Prepare and submit month end inventory reports to client and drafted a warehousing procedure to resolve customer dissatisfaction in inventory imbalance.

Texas Instruments Philippines. Inc. (13 Yrs.), Manufacturer, Logistics, Inventory, Warehousing

- Inventory Clerk (4 Yrs.) manage 1200 lines items (quantify, qualify, stack and encode in WMS).

Storekeeping and Inventory Control thru cycle-count and inventory turns calculation. Manage

inventory of 1500 line items of process supplies, high value spares and equipment.

- Import/Export Specialist (8 Yrs.) document export/finished goods and expedite -/+50 of shipments

daily from various suppliers worldwide and ensure on time delivery.

- Department Representative to ISO Certification

Achievements: Prepare effective logistics and Inventory reports. Ensure timely delivery of shipments at the cheapest cost. Maintain inventory with minimum discrepancy. Analyze logistics and inventory process flows for improvements.

Achievements for Special Assignments within the 13 Years:

- Inventory Analyst for Spares and Equipment (Rectify the inventory imbalance accumulated for the

past 10 years. Reverse logistics/financial recovery from obsolete, non-moving items, repair)

- Logistics Special Assignment (process improvements with the aim to ship and deliver “on time” at the most manageable cost; to prevent zero stock and production shutdown)

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