Administrative Assistant
Resume:
Curriculum Vitae
C Pakingan
Ma. Clerides R. Pakingan
Email Address: adzh6k@r.postjobfree.com
Mobile number: +974-****-****
I have almost two-and-a-half-decade of work experience in Administration under a project management, consultancy, construction and in dredging industry, 8 years in the Philippines and 15 years in Qatar. I offer a "Yes I can" services and uphold a "can do" mindset. To be a valuable part of an organization.
Employment History:
HSE Admin Assistant
QDVC Development of the Doha Air Base Project Nov. 08, 2020, up to present Duties & Responsibilities:
• Help ensure that all department staff complies with the reporting timings and prepares their reports in a good and clear manner.
• Help ensure that all department staff complies with the department and project rules and practices in terms of documents use, preparation and filling.
• Follow up with the department staff the closeout of open Safety Reports, Audit Reports, etc.
• Review and assess the documentation received and prepared by the department staff
(technical and critical judgment) and take all the necessary actions to clarify that same documentation.
• Ensure that the department registers were updated (Daily Safety Observations Register, HSE Training Register, HSE Induction Register, Skilled Workers Register, Incident Register, Material Safety Data Sheet (MSDS) Register, Subcontractors Workers Accommodation Inspection Register, Waste Register, Personal Protective Equipment (PPE) Register. etc.).
• Maintain updated the project man-hours, the department Key Performance, Indicators
{KPI), the training hours, etc.
• Track, interpret, and report HSE related metrics.
• Compile and prepare the information to be included in the department and project management monthly reports and initiate the preparation of these same reports.
• Support the department and HSE Manager in the preparation of Minutes of Meeting and in the organization of the department activities and events (Monthly Safety Forum, International Safety Week, etc.)
• Support the HSE Trainer in the preparation and organization of internal and external HSE trainings, including with the preparation of training presentations.
• Support the project Medical Team in the preparation of QDVC and Subcontractors Staff and Workers medical assessments, as well as in the organization of Medical Awareness Campaigns and Trainings on site.
• Maintain and control the department staff absence and holiday’s registers.
• Ensure that all relevant information is dispatch on time to all department staff and when applicable, to all project staff.
• Assist with correspondence and maintain associated correspondence logs.
• Handle all copying, filing, faxing and mail distribution.
• Organize and schedule monthly safety meetings and trainings.
• Maintain appropriate levels and monitors office supplies, equipment and other materials required by the team.
• Other general administrative duties as assigned. Curriculum Vitae
C Pakingan
Page 2 of 6
Construction Assistant
QDVC LRT Project – Lusail City, Qatar (QST) Sept.18, 2017 – Jan. 29, 2020 Duties & Responsibilities:
• Reading and routing correspondence; collecting information, initiating telecommunication.
• Secure information, save and dispatch records of incoming and outgoing correspondences / emails in the company database.
• Maintains project confidence and protects operations by keeping information confidential (e.g. salary proposal)
• Assist in collating information for Daily, Weekly and Monthly report.
• Manage transmittal of heavy documents via Xchange upon request
• Preparing draft letters and memos
• Maintains Construction Manager’s schedule by arranging meetings, conferences, teleconferences, and travel as needed.
• Organize various documents needed for signature by the Construction Manager.
Correspondences (Internal, outgoing)
IT request
Monthly time sheet (for manual application)
Leave request (for manual application)
NOC request
Technical, Construction and subcontract documents
• Maintain and tracks records of permit and clearances.
• Ad hoc duties upon request
Project Secretary
QDVC LRT Project – Lusail City, Qatar (QAG-QDP) Oct. 26, 2014 – Sept.17, 2017 Duties & Responsibilities:
• Reading and routing correspondence; collecting information, initiating telecommunication.
• Secure information, save and dispatch records of incoming and outgoing correspondences / emails in the company database.
• Maintains project confidence and protects operations by keeping information confidential (e.g. salary proposal, mobilization and demobilization plan and project / department budget)
• Assist in collating information / preparing the bi-weekly presentation slides for Engineering & Construction
• Manage transmittal of heavy documents via Xchange upon request
• Preparing draft letters and memos
• Provide guidance and assistance to new and old office staffs.
• Maintains Project Manager’s schedule by arranging meetings, conferences, teleconferences, and travel as needed.
• Take and issue minutes of meeting.
• Organize various documents needed for signature by Project Manager.
Correspondences (Internal, outgoing).
IT request.
Monthly time sheet.
Leave request.
NOC request.
Technical, Construction and subcontract documents.
• Control if leave request form is in line with approved leave plan before Project Manager’s approval.
• Maintain and tracks records of Site Instructions of the project.
• Ad hoc duties upon request
Curriculum Vitae
C Pakingan
Page 3 of 6
HSE Secretary
Bouygues Batiment International – Qatar Branch Feb 17, 2011 – Sept 18, 2014 Duties & Responsibilities:
Reports / Statistics
• Update / establish dashboard QHSE statistics every week.
• Projected manhours – weekly and monthly.
• 4 years statistics (include and exclude office manhours) – by 13th of the month.
• Monthly KPIs
• Update / establish monthly and yearly accident statistics.
• Company Corporate IMS objectives / targets achievement stats – monthly and yearly
• Accident / Incident Trend analysis – before every committee meeting
• Collating weekly, monthly, and yearly internal and external Safety reports
• Assist in the preparation of the HSE Management Review report for the QSE Management Review Committee plus comprehensive Statistic reports.
• Monthly submission projected manhours (by 7th of each month). Accident / Incident reports
• Compiling of accident / incident reports and notifications
• Maintaining Accident, Incident and Near Miss report registers
• Assist in editing and issuing of Accident, Incident and Near Miss report. Meetings / Inspections
• Organise Committee joint inspection – monthly.
• Coordinates all inspection and testing onsite with external parties such as but not limited to noise, water, air, soil etc.
• Maintain proper filings of documents.
• Maintain records of information.
Assist in HSE Training Administration
• Assist in preparation of training courses by editing/reviewing slides.
• Assist in organizing of external certificated training courses.
• Assist in preparing and distributing weekly training schedule.
• Preparing, reviewing, and updating – Training materials, Training Plan and Training Matrix
• Assist in editing company safety procedures and policies.
• Maintain up-to-date codes of practice and new health, safety and environmental literature and ensure this information is circulated various employees to induce international and local safety and environmental knowledge.
• Provide technical support to Senior Management on any environmental related topics.
• Assist in preparing and updating HSE Objectives and targets achievement stats on a monthly and yearly basis.
Audits
• Responsible for updating, filling, and maintaining records of all CPIAR’s (Corrective Preventive Action Report) “inside or outside audit”.
• Follow up on action/closeout items from audits and inspection reports.
• Assign audit number and monitor properly.
• Prepare notification for all internal and external audits - 7 days prior to audit date, notification must be approved by the auditor / QHSE Manager.
• Coordinate with Department Managers when an internal audit notification is issued.
• Ensuring all audit reports are issued to the Auditees in a timely manner. Curriculum Vitae
C Pakingan
Page 4 of 6
• Coordinate with HSE Manager of pending audits and open corrective preventive improvement action that are pending within the audit.
• Define the HSE audit and inspection program used to verify compliance and identify any overlooked significant aspect and hazard. Report the finding with recommendation for correction and improvement to the management.
• Issue and review HSE Corrective Action Request.
• Coordinate with departmental staff to make them aware of a pending audit.
• Documentation process of the department
• Aware of the documentation within the department such as forms, procedures, flowcharts etc
• Coordinates with all departmental staff to ensure that all such documentation is registered into the Management System in compliance to Control of Documents
• Assist in editing new forms, procedures, flowcharts that are not presently registered into the system to QHSE Manager for registration following approval from Department Head.
• Submits revised forms, procedures, flowcharts to QHSE Manager for registration once Department Head has approved.
• Document Creation Revision Form when documents are new or revised, ensure Department Head approval, and then submit to QHSE Manager
• Updates and Maintaining all HSE registers, documentation, and records in the server.
• Preparing / editing HSE presentations, HSE Bulletins, STARRT Flyers toolbox talks, handouts and booklets as needed
• Distribution of HSE Alerts from Head Company
• Maintain proper filings of documents.
• Maintain records / information.
• Other tasks:
• Issuance of PPE and update inventory
• Following up on making of HSE cards for visitors
• Following up on replenishing of First-Aid boxes
QHSE Administrator
Jan De Nul Dredging Aug 10, 2008 - Jan 31, 2011
Duties & Responsibilities:
HSE
• Accountabilities: Under the direction of the Health & Safety Manager to help maintain and implement health and safety practices throughout the group
• Ensure policies are constantly updated in line with current legislations.
• Assist in the development and review of company safety procedure and policies.
• Assist in ensuring that necessary risk assessment is completed for all activities.
• Elaborating and maintaining all kind of safety registers, (PPE, safety equipment, toolbox talks, inspections, audits, third party certificates, lifting gear certificates, operator’s certificates etc.
• Accident, Incident and Near Miss report and elaborating safety statistics
• Organizing third party inspections for lifting equipment, lifting gears and other safety operations
• Elaborating of weekly and monthly internal and external Quality and Safety reports
• Preparing HSE presentations and toolbox talks; and
• Compiling data manuals.
Quality
• Maintaining and improving document control system as per ISO 9001:2000
• Maintain/retain a document/drawing register to ascertain that all generated revisions and modifications, approval status, and transmittal process are up to date. Curriculum Vitae
C Pakingan
Page 5 of 6
• Monitoring correspondence logs (e-mails, letters, RFI), submittals and transmittals
• Ensure timely processing and return of documents.
• Assist in editing manuals, method statements and other project documents.
• Helps in another department as per Project Manager’s request. Administration
• Prepare Local Purchase Order to Suppliers and follow ups.
• Check all delivery notes, vouchers, and receipts.
• Check HSE Labor and HSE Staff attendance as well prepare timesheet for laborers.
• Arrange and Coordinate HSE Staff and HSE Labor Gate pass in our department.
• Apply/follow up visas, exit permit, flight bookings, and leave applications for Expatriates and HSE Labor; and
• Makes Performa invoice for air freight and sea cargo. Document Controller/Project Secretary
Hyder Consulting Middle East Ltd. May 2008 - Aug 7, 2008 Duties & Responsibilities:
• Maintenance of controlled project document registers and kept up to date and preparing accurate reports for information, auditing, and operational purposes.
• Copy and distribute documents according to distribution matrix through expedition.
• Arrange and segregate files and documents of the project company files.
• Maintain/retain a document/drawing register to ascertain that all generated revisions and modifications, approval status, and transmittal process are up to date.
• Maintain and monitoring correspondence logs (e-mails, letters, RFI), submittals and transmittals in uploaded expedition system for each discipline.
• Ensure timely processing and return of documents.
• Assist in tender documentation; and
• Assist in editing tender bidding documents.
Office Administrator
BoskalisWestminster Middle East Ltd. Jan de Nul Dredging Ltd. JV Apr 13, 2007 - Mar 15, 2008 Duties & Responsibilities:
• Maintenance of controlled project document registers and kept up to date and preparing accurate reports for Informational, auditing, and operational purposes as per ISO 9001:2000
• Copy and distribute documents according to distribution matrix.
• Arrange and segregate files and documents of the project companies’ files.
• Responsible in Incoming and Outgoing memos and any documents related to the project.
• Supply all document numbers, maintain original and electronic documents.
• Ensure timely processing and return of documentation.
• Encoding Daily, Weekly and Monthly Hour Meter Readings
• Encoding Daily, Weekly and Monthly Consumer Spare Parts Report
• Sending Weekly and Monthly Reports Via Fax to Main Office in Netherlands
• Prepare Local Purchase Order to Suppliers and follow ups.
• Check all delivery notes, vouchers, and receipts.
• Check Labor and Staff attendance as well prepare timesheet for laborers.
• Arrange and Coordinate Staff and Labor Gate pass in our department.
• Apply / follow up visas, exit pass, flight bookings, and leave applications for Expatriates and Local Labor.
Curriculum Vitae
C Pakingan
Page 6 of 6
• Makes Performa invoice for air freight and sea cargo. Key Skills:
Technical Skills
• Knowledgeable in various software applications i.e., MS Word, Excel, PowerPoint, Visio, Primavera Expedition, Aconex (Project Documentation System) and Concept 500.
• Successfully completed – QMS 9001:2008 Internal audit course.
• Successfully completed OH & SMS Auditors Course. Personal Skills
• Excellent secretarial, administrative and office management work experience gained from working in construction companies. Skilled in Safety Management Systems, subcontracting, and quality.
• Adopts multi-tasking work experience in multi-cultural background setting. References:
Dennis Bolger
Group Safety Training Manager
Direct Line: +852-****-****
Mobile: +852-****-****
Fax: 2743 6608
E-mail: adzh6k@r.postjobfree.com
John J. Oshea BA.CMIOSH
Chartered Member of IOSH
Registered IOSH Consultant
Accredited IOSH Training Provider (Working Safely & Managing Safety) E-mail: adzh6k@r.postjobfree.com
Duncan Inglis
Operational Safety Director at Dragages Hong Kong
E-mail: adzh6k@r.postjobfree.com
Robert Keys
QDP - Construction Manager
Direct line: +44-79-210*-****
Email: adzh6k@r.postjobfree.com
Bruno Coulibaly
Senior Financial Controller (Major Projects Development) Bouygues Travaus Publics Email: adzh6k@r.postjobfree.com
Adrian Jones
Independent Technical Advisor – Technical Manager at Roads and Authority, Aukland Light Rail Email: adzh6k@r.postjobfree.com
Stephen Morrison
Chartered Member of MCIOB
Email: adzh6k@r.postjobfree.com
Hamad Khodr
Rail Construction Manager at Hitachi Rail STS
Email: adzh6k@r.postjobfree.com
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