Tala Akhal

Handling HR tasks in addition to my administrative tasks.

· HR forms and templates:

o Policies and Procedures Template

o Recruitment Forms (MRF, Application Form, Interview Assessment, Employee Joining Form)

o CV screening and selection

o Training (Registration, Evaluation)

o Leave Forms

o Laptop/mobile/vehicle Agreement Template

o Employee Separation Clearance Form

o Confirmation of Appointment Template

o JD Template

o Nomination for Salary Adjustment

o OT Form

o Appraisal Template

o Passport Waiver Form

o Org Chart Template

· Correspondences:

o Registry

o Certificate of Employment (Employment Purposes, Embassies, QDC, and other personal matters)

o Internal Memos (Companywide and individual Memo)

o Acceptance of Resignation

o Confirmation of Appointment

o Disciplinary Actions

o Agreement (Training, Vehicle, Laptop, Hotel Agreement for Overseas Recruitment)

o Termination of Employment

o Promotion/Salary Adjustment/Change of Position Title

· Leave Management:

o Updating of Leave Track list

o Computation of leave and balances from the Leave Form

o Leave Filing and Coordination to Finance

· Attendance and reporting for payroll processing.

o Attendance (Biometrics and Manual)

o Summary Report

o Salary Adjustment and Deductions

· Manage schedules ensuring all activities are prioritized appropriately for Head of Operations and are distributed promptly and efficiently.

· Organize travel for Head of Operations, employees or guests as requested ensuring authorization by relevant person(s)

· Arrange travel itineraries ensuring schedules are communicated with sufficient time for action for those involved.

· Support the operations of head office running errands dependent on departmental requirements and coordinating with Company driver if necessary.

· Highlight any issues and provide solutions where possible to the relevant manager to resolve in a timely manner that are related to the head office, scheduling or any other significant issues, which sit within the remit of the incumbent.

· Carry out specific projects and research and then present findings to relevant stakeholders when requested.

· Review work completed by others such as research submissions when requested by management or employees to check for correct spelling and grammar, ensuring company format is adhered to and recommend any relevant revisions to be acted on

· Coordinate travel, visas and accommodation and occasionally travel with management if requested for business requirements in coordination with the HR Department.

· Scribe at meetings when requested taking note of important information, and then communicating accordingly if required with relevant individuals.

· Liaise with clients, suppliers and other employees acting as a first point of contact directing them to relevant individuals or answering queries.

· Prepare expense reports related to any requirements for Head of Operations or any exceptions requested after relevant authorization is received.

· Aid in reduction of costs through efficient management of office expenses such as stationary, supplies, etc.

· Coordinate events working alongside the Operations Supervisor and Creative Events Manager as well as provide further requested assistance and communicate as required between relevant parties involved.

· Manage and file contracts including those of customers or vendors supporting.

· Maintain digital and paper filing systems for efficient storage of confidential and non-confidential data.

· Draft correspondence and communication both internal and external when requested.

· Process incoming emails and respond accordingly or forward if they do not fit within the incumbent’s remit.

· Operate office equipment such as copiers, etc. and arrange for repairs when equipment malfunctions through liaising with the IT Department.

· To maintain an overview and vision of the content of the cinema programme and communicate all programme information to relevant staff and departments within the cinema.

· Schedule and reschedule of weekly movies at the cinema using Ticket international system.

Handled Administration, Purchasing and part of HR

Human Resources & Admin:

· Administration of employees' health and life insurances.

· Manage employee’s attendance, leaves and overtime.

· Responsible for new joiners on-boarding procedure.

· Manage Staff HR letters requests (Arabic & English).

· Handle employees' assets and maintain related inventory Draft & circulate HR related announcements.

· Manage GBI Office facilities and lease renewals.

· Designed electronic file systems and maintained electronic and paper files.

· Main contact for ordering Office stationery supplies and office pantry supplies.

· In-charge of managing employees' mobile bills.

· Handling petty-cash and submit related report to finance.

· Manage receptionist function.

Purchasing:

· Oversees all aspects of purchasing, negotiations, strategy, tool and process implementation for procurement related to goods and services.

· Sourced new vendors for purchasing needs.

· Evaluate vendor's quotation to ensure that they are in line with the company requirements.

· Evaluate supplier performance based on quality standards, delivery time & best prices and ensure all the criteria are met according to the organizational expectations.

· Determined recurring business needs and maintained necessary inventory levels.

· Negotiates favorable contractual terms & conditions with suppliers.

· Maintain relationship with vendors.

· Answering inbound and making outbound calls (English & Arabic).

· Arrange flight bookings, Seats and meals for flights.

· Advising time limit, airline fares, and ticket rules to passengers.

· Sending flight confirmation and reservation via e-mail.

· Advising the passengers of flight schedule changes.

· Worked as a secretary for Manager Reservations and Ticketing for about 6 months.

· Provide full range of banking products.

· Answer customer telephone calls in a professional manner while assisting their queries.

· Support Customer Service Supervisor whenever required.

· Process Personal Loan applications.

· Process credit cards applications.

· Handle account opening & Selling Bank's Products.

· Provide all kind of information about the Athlete's village.

· Answer Athlete's/visitor's queries about games, & locations etc...

· Prepared a 300-500 page (2006 Doha Asian Games Information Manual) which was a guide to assist visitors.