Hazel Bautista Jimenea

~ E-mail: adqz58@r.postjobfree.com

Phone: 77351292

Administrative Support Office Management & Communication Result-oriented professional with multi-cultural experience in lending Administrative Support to the organization ; targeting assignments with a growth-oriented organization of high repute, where I can utilize my experience and skills. Preferred Location: Doha, Qatar

CORE COMPETENCIES

~ Administrative Support

~ Office Management & Communication

~ Petty Cash Management

~ Expenditure Reconciliation

~ Corporate Credit Card Purchases

~ Meetings Management

~ Database Management

~ Vendor Management

~ Tender Management

~ Calendar Management

~ Document Control

~ Client Engagement (Internal & External)

~ Purchase Requisitions

PROFILE SUMMARY

Administrative Assistant – Supply Dept. offering 19 years of overall experience including 10 years of experience in steering all the administrative functions like maintaining records, fax, e-mail, internet, confidential filing and managing courier / dispatch

Engaged in developing an efficient Word database for forms, list of contracts and vendor data with links for easy access & retrieval

Proficiency in using various technologies such as SAP, SharePoint, Fiori, Microsoft Word, Excel, PowerPoint & Outlook

Skilled in achieving delivery and service quality norms while building credibility; maintaining records, writing the minutes of the meetings, corresponding with external & internal clients & scheduling important meetings

Exceptional communication & mentoring skills with distinguished capabilities in leading and supporting teams for developing business continuity plans, procedures and service standards for business excellence

ORGANISATIONAL EXPERIENCE

Oct ’2019 – Jan’2020 with Qatar Petroleum

Personal Assistant – Information & Communication Technology (Casual Basis) Principal Accountabilities:

Control all incoming and outgoing correspondences in the ICT Division for efficient identification, retrieval, modification, and distribution whenever necessary.

Prepare and send correspondences regarding important and confidential matters through memos, faxes, circulars, letters and emails from ICT to convey information, raise a request/action and/or seek approval.

Provide support and assistance to ICT division staff, and offer procedural advice, and ensure all documentation is complete and all attachments are in order.

Serve as the focal point for timesheets, leave, Employee Contact Information Update (ECIU) and Employee Profile Update (EPU) and also for requisitions that require coordination with other divisions.

Develops different types of forms/spreadsheets for various statistical records and reports, to meet a variety of operational and technical requirements.

Arrange for meetings/workshops/training needed by the division by booking the required conference rooms, sending out the calendar invitations and raising e-catering request if needed.

Extend administrative/technical assistance in addition to routine work in the absence of other Admin Assistants due to leave, sickness or whenever needed in order not to disrupt the daily work routine in the department.

Coordinate and update the recruitment status in the department by arranging personal and telephone calls, prepare a draft for interview reports and keeping a record of the status of each candidate.

Receive telephone calls, emails, faxes, and other important documents and relay the necessary communications to the concerned staff in an efficient and timely manner. Context / Special Features / Challenges:

Close coordination with other administrative/technical staff in the distribution of work assignments within the department to have a proper demarcation of workload.

Frequent communication/coordination with other QP staff having the same or higher level within QP departments, with contractors, and with guests or vendor from other companies.

Maintain details of confidential information and personal files of the Division staff. Jan’08 – Dec’18 with Qatar Gas Transport Co. Ltd. (Nakilat), Doha - Qatar Growth Path:

Jan’08 – Jan’08 Temporary PA to MD

Jan’08 – Feb’08 Temp. Staff – LEGAL Dept.

Jun08 – Jul ’08 Temp. Admin Asst. – Information Technology Dept. Jul’08 – Dec’18 Administrative Assistant – SUPPLY Dept. Key Result Areas:

Rendering administrative support to entire Supply Chain Department which includes different sections such as purchasing, contracts, inventory warehousing and logistics in accordance with the applicable policies and procedures.

Working in coordination with Supply Chain Manager

Engaged in prioritizing, multi-tasking and balancing the needs of the staff in the dept. while working as focal point

Typing forms, Memos and other correspondences, Answering and screening phone calls, Mobilizing and arranging documents to be signed and approved

Tracking & reconciling the expenditures against the budget while being Imprest Custodian of the Supply Petty Cash; working with Finance Dept. for the replenishment

Managing as well as consolidating corporate credit card purchases

Managing electronic calendar and Arranging meetings within the department, the JV’s (Joint Ventures) and external parties through Outlook; liaising with Tender Committee members through SharePoint

Steering the registration of the vendors as well as uploading Tender committee Submissions and circulating minutes for signature

Controlling tender bids and disseminating the same to the concerned buyers upon the bid closing date

Using SAP for raising purchase requisitions & close-out Significant Accomplishments:

Competently managed internal and external communications responsibilities for Supply Chain Dept., GTC and LTC

Formulated a records management system; maintained & recommended changes to records system when appropriate which resulted in ease of access for the whole team

Freeing the Managers time, as well as the Heads and the others in the team from organising administrative tasks so that they can spend maximum time on strategic tasks – being the focal point of the Dept. PREVIOUS EXPERIENCE

May’06 – Jul’07 with Dr. Ahmed Abdel Warith Consulting Engineers (AAW), Doha - Qatar Secretary

Apr’06 – May’06 with General Electric International Inc. (GEII), Doha - Qatar Receptionist

Jul’98 – May’04 with Fire Alert Safety Management Systems, Las Piñas City Secretary

Oct’97 – Jul’98 with Bronco Excelta, Las Piñas City Clerk

ACADEMIC DETAILS

Secretarial Course from PATTS, Parañaque City in 1987-1989

High School from Dr. Faustino Legaspi Uy College (Formerly Las Piñas Colleges), Las Piñas City in 1983-1987

Elementary from Manresa School, Parañaque City in 1977-1983 TRAINING

OJT from Philippine Airlines, Pasay City

Computer Principles from STI Computer College, Las Piñas City IT SKILLS

SAP, FIORI & SharePoint

Word, Excel, PowerPoint & Outlook Express

PERSONAL DETAILS

Nationality: Filipino

Marital Status: Married

Number of Dependents: 2

Visa Details: Family Visa (Husband Sponsor)

Residence ID No.: 271********

Present Address: Matar Qadeem, Doha, Qatar

Languages Known: Tagalog & English

Contact this candidate