Jousyan Dawood

Executive Secretary for Tendering Director

• Job Details:Ensure peak operations for the organization and implement preventive measures for potential issues. Implement policies and procedures, measure outcomes against standards, and improve operational flow. Oversee visitors to the office and ensure a friendly, personal experience. Assist the organization’s HR and finance functions by keeping personnel records up to date, arranging interviews and updating financial documents. Coordinate internal and external resources and cultivate relationships with vendors. Ensure that facilities meet government regulations, health and security standards and energy efficiency requirements. Respond to requests and questions about office operations. Oversee and agree contracts and providers for services including security, parking, cleaning, catering and IT. Supervise teams of staff including cleaning, maintenance, and security. Manage maintenance and staffing budgets. Ensure office efficiency by maintaining common areas, organizing procedures, handling correspondence, managing file systems, and overseeing supplies and equipment. Oversee day-to-day office activities, and keep management informed regularly via performance reports. Provide direct administrative support as needed, including scheduling appointments, meetings, and events; booking travel; maintaining file systems; mailing and shipping packages; and updating contacts database and employee lists. Oversee and maintain office equipment for uninterrupted function, identify needs and acquire supplies, manage vendor relationships, and coordinate food deliveries when requested. Manage all aspects of space/infrastructure planning (ex: moves, additions, changes to workstations) and provide answers, resources, and solutions when requested.

Executive Administrative for a Partner

• Job Details:Responsible for revising statements & settlements to be settled and sending it to clients. Ensure the filing systems are maintained and up to date. Ensure having all commercial registration up to date for all clients. Following up any residency visas for foreigners and update the list. Circulating any important reports or documents. Managing the schedule of meetings & reserving the meeting room. Preparing reports for the missions by the end of the day to be followed by the next day. Recording the ID cards by scanning them & making an excel sheets. Receiving & delivering any original documents & make an excel sheet with it to be followed. Control correspondences by following up the emails with the managers. Receiving & answering phone calls. Filling any power of attorney, ordinary general assembly and extraordinary general assembly. Liaise with other administrative teams. Prepare responses to correspondence containing manager's replies. Handling any complaints that may evolve and checking it with the concerned departments. Record any investigation as per our client request made by our partner and write it & prepare copies to be signed & stamped. Perform general office duties such as ordering supplies, database update and performing basic bookkeeping work.

Secretary

• Job Details:Liaising with the chair to plan meetings. Receiving agenda items from committee members. Circulating agendas and reports. Taking minutes & circulating the approved minutes. Keeping up-to-date contact details for the management committee and ordinary members of the organization. Filing minutes and reports. Compiling lists of names and addresses that are useful to the organization. Keeping a record of the organization's activities. Keeping a diary of future activities. Responding to all committee correspondence. Filing all committee correspondence received and copies of replies sent. Keeping a record of any of the organization's publications and reporting the activities of the organization and future programmers to members, the press and the public. Preparing a report of the organization's activities for the year, for the annual general meeting.