Summary
Overview
Work History
Education
Skills
Certification
Languages
Timeline
Generic
Lubna Afash

Lubna Afash

Qatar

Summary

Dedicated and highly skilled Administrative Assistant with over 9 years of comprehensive experience in providing efficient and organized support to executive teams and managing office operations, Proficient in utilizing office software and technologies to streamline processes and enhance productivity. Known for maintaining confidentiality, handling sensitive information discreetly, and ensuring seamless office workflows. A reliable and resourceful professional committed to contributing to the success of the organization through effective administrative support.

Overview

9
9
years of professional experience
1
1
Certification

Work History

Executive Assistant

Ever Green Fit out contracting W.L.L
02.2023 - Current
  • Supervises and/or provides guidance on administration and management information issues and practices to colleagues
  • Organization and coordination of shipments and customs clearance
  • Maintains executive's appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel
  • Prepares reports by collecting and analyzing information
  • Represents the executive by attending meetings in the executive's absence and speaking for the executive
  • Maintains customer confidence and protects operations by keeping information confidential
  • Contributes to team effort by accomplishing related results as needed
  • Completes projects by assigning work to clerical staff and following up on results
  • Secures information by completing database backups
  • Provides historical reference by developing and utilizing filing and retrieval systems and recording meeting discussions
  • Maintains office supplies inventory by checking stock to determine inventory level; anticipating needed supplies; evaluating new office products; placing and expediting orders for supplies; and verifying receipt of supplies
  • Coordination of assets management and tracking maintenance system
  • Ensures operation of equipment by completing preventive maintenance requirements; following manufacturer's instructions; troubleshooting malfunctions; calling for repairs; maintaining equipment inventories; and evaluating new equipment and techniques
  • Maintains professional and technical knowledge by attending educational workshops, reviewing professional publications, establishing personal networks, and participating in professional societies.
  • Streamlined executive communication by managing emails, phone calls, and scheduling appointments.
  • Maintained confidentiality with sensitive documents, ensuring proper storage and distribution as needed.

Admin Officer

Norwegian Refugee Council / INGO
02.2021 - 08.2022
    • Assisting the Senior Management Team with recruitment/induction processes, including job advertisements, draft job offers letters and contracts and filing of such HR records
    • Writing, filing, and follow-up on minutes of management team meetings, including the CMG, as well as the Support Management Group, Programme Management Group, and - in time - Operations Management Group
    • Ensure the financial transactions are authorized, recorded, filed with adequate supporting documentation, and maintained
    • Support the Area Manager with relevant administrative and secretarial tasks, such as preparation for donor briefings, NRC-hosted NGO meetings, travel plans, greeting guests etc
    • Responsible on a daily basis for the fleet, gas consumption, maintenance, drivers and accidents history
    • Provide assistance with local procurement, in accordance with NRC procurement procedures and thresholds, including obtaining quotations, handling cash purchases, and receiving deliveries to the Office and warehouse
    • Assist with stock management at the A03 Aleppo Office
    • Develop and maintain an accurate database of Admin documents and HR related documents including national staff information (both hard and soft copies)Any other general administrative and logistics assistance as directed by line management
    • Follow up on all related personnel management, staff database, access control, timesheets, and attendance, leave balances, performance management, and documentation to ensure compliance of filing using hard copy personnel files and e-filing
    • Liaise with and review budgets and expenditure as necessary with AM and prepare monthly reports and other data as required
    • Coordination of assets management and tracking maintenance system.

Staff Representative

Norwegian Refugee Council / INGO
03.2020 - 03.2021
  • Raise all staff demands and inquiries to the management with transparency and serious way
  • By (monthly meeting with the management, complaint box, staff representative open hour)
  • Manage office supplies, equipment, and maintain inventory records
  • Follow up on cleaning staff and guards
  • Follow up on all the raised issues or requests, and make sure to give the required feedback to the staff through a monthly GSM meeting presentation or by one-to-one meeting
  • Ensure support the international management in improving the working environment, conditions, and staff welfare, through social committees or other initiatives
  • Responsible for organizing and creating of any event related to NRC Syria due to the management directions
  • Refer to all cases in the event of any deference of views or any disputes between the staff and the management.

Technical Admin Assistant

Norwegian Refugee Council / INGO
04.2019 - 01.2021
  • Ensure adherence to NRC policies, tools, handbooks, and guidelines
  • Prepare and develop status reports as required by management
  • Ensure proper filing of documents
  • Collect information and assist in conduct of surveys on local cost of living, daily subsistence allowance criteria, local salaries for office and servicing staff, house rentals
  • Supervise cleaning staff and prepare their schedule
  • Brief international personnel on general administrative matters relating to visas, licenses, security; provide advice and ensure administrative support as required
  • Coordinate logistics for meetings, workshops, and events
  • Assist in drafting and editing correspondence, reports, and documents
  • Maintain and update filing systems, both electronic and physical.

Administrative Associate

Syrian Arab Red Crescent
01.2015 - 03.2019
  • Provide administrative support in the areas of finance, administrative and human resources as well as up to date and accurate data and records
  • Arrange for and/or attend meetings on day-to-day administrative matters, participate in discussions of new or revised procedures and practices
  • Assist in the recruitment of General Service staff for non-specialized work including evaluating candidate applications, administering recruitment exams if applicable, conducting preliminary interviews of candidates; assign General Service staff to meet work requirements
  • Following up on the project execution plan
  • Preparing periodic reports and handing over reports
  • Coordinating administration team works between SARC and ICRC projects
  • Collecting project data from the team
  • Archiving official papers and requests from the ministries in paper and electronically
  • Assist in the preparation of office budgets applicable to staff and servicing costs and maintain necessary budgetary control records
  • Arrange for requisition of office supplies and equipment and arrange for control of distribution and maintenance of appropriate inventory records.

Education

Master's Degree in Energy Management in Buildings -

University of Aleppo
Syria
02.2020

Bachelor's Degree in Architecture Engineering -

University of Aleppo
Syria
10.2017

Skills

    • Administrative Skills Expert
    • Presentation Development
    • Budget Management
    • Expense Reporting
    • Information Confidentiality
    • Database Management
    • Risk Management
      • Technical Support
      • SAP Finance Advanced
      • SAP Analytics Advanced
      • SAP Commerce Advanced
      • Advanced MS Office Suite
      • Google Drive Expert

Certification

  • Advanced Negotiation skills, Clingendael institute - Netherlands, 2022
  • Negotiation skills for Humanitarian workers, Clingendael institute - Netherlands, 2021
  • Supply chain principles, Georgia Institute of Technology, 2021

Languages

English Fluent
Arabic Native

Timeline

Executive Assistant

Ever Green Fit out contracting W.L.L
02.2023 - Current

Admin Officer

Norwegian Refugee Council / INGO
02.2021 - 08.2022

Staff Representative

Norwegian Refugee Council / INGO
03.2020 - 03.2021

Technical Admin Assistant

Norwegian Refugee Council / INGO
04.2019 - 01.2021

Administrative Associate

Syrian Arab Red Crescent
01.2015 - 03.2019

Master's Degree in Energy Management in Buildings -

University of Aleppo

Bachelor's Degree in Architecture Engineering -

University of Aleppo

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Lubna Afash