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Resume #28712

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CAREER FOCUS Oil Movement Assistant / Technical Assistant / Executive Secretary / Administration Assistant

A professionally trained and highly talented and competent Technical Assistant with over 3 years of high quality experience planning and directing executive-level administrative affairs and support for major Oil & Gas Companies. A proven record of success working for Senior Executive. Background includes planning and coordinating both business and personal travel, meetings, itineraries, and special projects; serving as a liaison between the executive and his staff; writing and typing correspondence; organizing and processing expense reports; and creating and implementing processes to organize the office, increase efficiency, and save expenses. Offering an exceptional ability to work under high pressure. Committed to quality performance with an ability to learn new procedures. Flexible, positive and responsive to change. Combine organizational and communication skills with the ability to plan and manage diverse business relationships.

PROFESSIONAL EXPERIENCE / FUNCTIONAL STRENGTH
1. Oil & Gas Coordination Division (ADMA-OPCO)
2. Engineering & Projects Division (TAKREER)
3. Procurement & Contracts Division (TAKREER)
4. Human Resources Division (ADMA-OPCO)
5. Human Resources Division (TOTAL ABU AL BUKHOOSH)
6. Oil Supply Coordination Division (ZADCO)
7. Human Resources Division (ADMA-OPCO)
8. Major Projects Division (ADMA-OPCO)
9. Human Resources Division (ADMA-OPCO)
10. Human Resources Division (ZADCO)
11. Trading Department (AL KHAIRAT TRADING)
12. Marketing & Accounts Department (PRESS CENTRE)
13. Training Division (A.I.C.T – INDIA)
- Executive Office Management
- Confidential Correspondence & Data Management
- Analytical skill with a high math aptitude & detail orientation
- Planning & Organizing
- Professional Telephone Demeanour
- Flexible and pro-active thinker
- Travel Management
- People and Service Orientation
- Special Project Management
- Office Procedures & Practice
- High level of efficiency, reliability, effectiveness
- Accurate and Detail Oriented
- Process Improvement
- Time Management
- Customer Communication and Liaison Affairs
- Presentation, Training & mentoring
In U.A.E.
ADMA-OPCO
Oil Movement Assistant cum Technical Assistant in Oil & Gas Process Team
Oil & Gas Coordination Division (Mar '05 - to date)
Main Accountabilities:
* Assist Oil Movement Coordinator in preparing monthly crude oil lifting programme, this includes calculating monthly crude oil for each Shareholder, based on production forecast, percentage allowance for each party based on tanker nominations. ..etc,
* Produces daily Production, Export and Marine Operating Situation reports, includes collating data for all grades of crude oil, gas condensate production, export stock and tanker movements,
* Checks accuracy of all data and highlights stock discrepancies to Supervisor.
* Produces daily statement of Production/ Export activities to Divisional and Group Managements
* Receives and checks daily status report from Das Island and prepares daily status reports, position of production, stock and lifting for Senior Ops. Programmer's review' and issue.
* Prepares daily statistics of condensate, US/ZK and Bunduq crude oil pertaining Production, Export and Stock position and drafts advisory telexes to Management and Shareholders
* Validates Das Process Department's data pertaining operations activities of Oil Production/Export on the computer
* Coordinates "with Information Technology Division for development/improvement of the current APEX system to meet the requirements of the Section
* Inputs daily production details
* Enters and updates tanker nominations into APEX for each Shareholder as advised by Operations Programmer. This includes individual parcels of oil exports, documentation, destination etc.
* Amends and initiates changes in the APEX Mainframe related to the Section.
Shipping Programmes / Demurrage Calculations:-
* Checks the accuracy of the timings and delays entered on all tankers time sheets to calculate the demurrage time and amounts due to Shareholders,
* Co-ordinates with tanker's local Shipping Agent and ensures the payment of port dues prior to berthing and loading the tanker, and reports deviations to Supervisor,
* Co-ordinates the preparation of all shipping documents and follows-up receipt of tanker discharge certificates for submitting to Supreme Petroleum Council,
* Daises with Travel & Documentation Department and tankers local Shipping Agents and prepares security passes and arranges travel to Das Island for the tanker's Surveyors. Ensures return of such passes to Travel & Documentation Department,
* Maintains tanker nomination telexes files for individual Shareholders.
* Provides daily and accumulates monthly, quarterly and yearly a variety of Statistics / statements such as: "Production of all Grades of Crude Oil and of Gas Condensate, " "Liftings by Individual Shareholder," "Lifting Destinations," "Stock Balances," "Tanker Statistics". ..etc., Calculates monthly individual Shareholder's entitlements of crude oil, indicates quantities produced and reconciles balances.
* Updates production and export quantities, prepares fax messages pertaining to tanker movements, actual quantities loaded and stock situation to Supreme Petroleum Council and Shareholders.
* Preparing graphs and charts on production/export for Shareholders meetings, furnishing statistical information on lifting to Finance Division for Budget Estimates and details of vessels loaded for re-allocation of support costs, amending the computer programmes related to produce / export updating computer records. designing and preparing reports and statements using the computer application spread sheets of EXCEL, HARVARD Graphics
* Prepare production and flare reports daily, weekly and monthly, Prepare weekly and monthly forecasts.
* Assist in preparing the quarterly KPI's. Assists Gas section in checking, Provide Technical Assistance to the division.
* Prepare, plug-in the data and verifies various data / reports against original documents and correct discrepancies (Apex, Monthly Reports).
* Enter the daily site reports in to Ms-Access database and Ms-Excel on routine basis for preparation of reports, updates and maintain data for future analysis.
* Assist the Gas section in checking, inputting required data in electronic format, compilation of production reports, tables for presentation.
* Prepare presentation in Ms-PowerPoint, Plan in Ms-Project, Reports, Charts in Ms-Excel and Notes on behalf of Job Officers to report to Senior Management & Shareholders.
* Acts as a focal point for data collection and distribution and responsible for this activity. Maintain variety of files (manual & electronic), records & documents related to the Department.
* Assist IT Coordinator to prepare requisitions, receive, store and distribute computer consumables required for the department.
* Prepares, distributes and follow-up various action forms, letters, minutes of meeting, reports memorandum, faxes.
* Acts for the Department's Secretary as required, directs visitors, receives and dispenses information personally or by telephone.
* Ensures transmission and reception of the department faxes and distributes them within the department and to the concerned Job Officers.
* Work In Line with Company's HSE policy, Rules & Regulations.
* Makes the necessary arrangements for security clearances security passes, possums cards and Das / Offshore flight bookings, hotel bookings for the staff, contractors and visitors to the Department.

TAKREER
Office Administrator in Projects Planning & Cost Control Department
Engineering & Projects Division (Feb. '05 to March '05)
Main Accountabilities:
* Provide administrative and secretarial support to Senior Managers. Total Office Management of the Senior Managers / Executives.
* Serve as liaison between Senior Managers and staff and screened telephone calls.
* Coordinate meetings and transcribe meeting minutes. Manage calendar schedule of the Senior Managers.
* Business correspondence and maintain strict follow up on all the pending matters.
* Ensure proper follow-up and trace on pending jobs for execution as per deadlines.
* Coordinate with various Business Associates, VIP's, and Department Heads for meetings with the Senior Manager / Department Heads.
* Review and examine Management office's correspondence.
* Exercise and maintain strict confidentiality of all the documents and communications.
* Design comprehensive filing system reliably filed and retrieved confidential records.
* Coordinate and arranging Manager's Agendas & Meetings. Prepare Minutes of the Meeting. Make travel and hotel arrangements and plan itineraries for all the VIPs / Senior Executives and staff from various offices.

TAKREER
Contracts Assistant in Contracts Department
Procurement & Contracts Division (Jan '05 – Feb '05)
Main Accountabilities:
* To procure Quality and Cost Effective Services and Works in a timely manner in accordance with Company Policies and Procedures through the utilization of best resources and in line with international business and professional practices.
* Receive Contracts Requests for Series or Works from Users, review the scope and specifications with User and develop appropriate contracting strategy and type of contract.
* Prepare initial bidders list from Company database or elsewhere, in co-ordination with Procurement Support Dept. and User; obtain expressions of interest or prequalification from potential bidders; review and obtain Management approval of a final bidders list.
* Prepare bid documents and review their adequacy with respect to technical scope, legal, financial and commercial requirements.
* Issue bid documents to approved Consultants / Contractors and control the subsequent issue and receipt of tender bulletins so that all bidders are treated equally.
* Open un-priced bids, despatch copies to User for technical evaluation and control the issue and receipt of post submission tender clarifications to remove qualifications and obtain tender compliance technically, legally and for un-priced commercial matters and financial soundness as appropriate. Participate in some cases of technical evaluation as per Management guidelines.
* Open priced bids, carry out commercial evaluation. Prepare recommendations for award, based on technical and commercial evaluations; obtain Tender Board endorsement and subsequent Management approval.
* Prepare and issue letters of award and subsequent Agreement documents, signed in accordance with the Company Delegation of Authority.
* Review, evaluate, recommend and award contract variations, including claims, in accordance with Company Delegation of Authority.

ADMA-OPCO
Technical Clerk in Learning & Development Team
Human Resources Division (Dec '04 – Jan '05)
Main Accountabilities:
* Support the Learning Section Leader, Operation in the effective fulfilment of his role by taking responsibility for all delegated administrative & support task and providing support to the project team.
* Provides professional, efficient and cost effective office management skills.
* To maintain and organize Section Leader's Diary and schedules for Meetings / Appointments/ Contacts, prioritise his tasks and render assistance to ensure Effective Time Management.
* Assist to co-ordinate to conduct courses for Nationals & other employees of the company.
* Co-ordinate with Overseas Training Institutions and collect all information about the relevant courses, fees etc.
* Conduct courses, in-house, external organisations at various parts of the country and overseas effectively, to liaise with various departments internally and finalize the venue.
* Provide all assistance to faculties and attendees. Prepare course progress report to General Management at daily / weekly basis.
* Undertakes typing of a variety of material such as memorandum, reports, circulars from drafts, and audio dictation, including self correspondence, proof read all documents and dispatch to the concerned.
* Maintain computerized track of all incoming and outgoing correspondences, update various database for the department.
* Prepare presentation, reports, lists and graphs. Maintains and updates a comprehensive filing system.
* Includes such files as business correspondence, reports, circulars, local and foreign addresses, telephone numbers, business journals, periodicals and other related documents.
Main Challenges
* To coordinate and conduct all courses in time.

TOTAL ABU AL BUKHOOSH
Front Desk Secretary
Human Resources Department (Sept.'04 – Oct. '04)
Main Accountabilities:
* Handle the switchboard, receive and dispenses information.
* Receive all visitors, confirm appoint with the concerned person and extend the hospitality to them.
* Design, print the Membership & ID Cards.
* Prepare and dispatch Letters, Faxes, memos, reports, Charts.
* Receive all incoming mails, stamp, register in the Computer System, sort, distribute & Keep filing system
Main Challenges
Receive Visitors in a Professional manner

ZADCO
Technical Assistant
Oil Supply Coordination Team (July '04 – Sept.'04)
Main Accountabilities:
* Prepare, update and forward daily/ weekly / monthly reports of Oil & Gas Production Operation Analysis to - Assistant General Manager (Zirku), Site Manager, Team Leaders and other required Departments.
* Prepare Letters / Faxes to Shareholders - giving breakdown of Crude loaded during the month / the Export Statement and Bill of Lading / Loading Details of Tankers etc.
* Technical assistance to Department's personnel including preparing texts, databases and graphical presentations for Management report.
* Assist Department's personnel on PC Software packages.
* Assist the Department's personnel by checking and inputting required data in the computer system, checks and updates Department's documents and computer data records.
* Maintain confidentiality and ensures safe custody of computer data.
Main Challenges
* Produce accurate report in time

ADMA-OPCO
Technical Clerk in Learning & Development Team
Human Resources Division (May. '04 – June '04)
Main Accountabilities:
* Support the Learning Section Leader, Operation in the effective fulfilment of his role by taking responsibility for all delegated administrative & support task and providing support to the project team.
* Provides professional, efficient and cost effective office management skills.
* To maintain and organize Section Leader's Diary and schedules for Meetings / Appointments/ Contacts, prioritise his tasks and render assistance to ensure Effective Time Management.

ADMA-OPCO
Management Secretary - Major Projects Division
(Feb. '04- Mar. '04)
Main Accountabilities:
* Maintain and organize Manager's Diary and schedules for Meetings / Appointments/ Contacts, prioritise his tasks and render assistance to ensure Effective Time Management.
* Assist to co-ordinate between five ongoing projects effectively.
* Make all Overseas Travel arrangements (ticket booking, arrangement of hotel accommodation, transportation) and Offshore Travel arrangement (Security pass, Optima Card, Offshore Chopper Booking, Site Visit Request and Transportation) for Team Members and Visitors.
* Co-ordinate with Overseas Contractors and receive and dispense up-to-date information, status and reports.
* Maintain manager's confidential files. Provide assistance to the discipline Engineers by searching for and extracting data from records.
* Maintain and ensure the updating of the technical files consisting data and drawings from contractors packages, approval packages / contracts documents, tender documents etc.
* Maintain an up-to-date record of telephone numbers and addresses to facilitate communication.
* Organize meeting schedules for the Section and liases with all attendees, both internal and external, to provide them necessary related details.
* Prepare any required information and documentation for presentations or meetings, and follow up with other staff members to gather requisite information.
* Receive visitors to the Manager's office and extending hospitality to them.
* Arrange venues and catering for meeting and conferences.
* Self-correspondence, takes dictation, draft correspondences from brief notes or verbal instructions, proof read all documents and dispatch to the concerned.
* Data entry and update various databases for the department.
* Maintain computerized track of all incoming and outgoing correspondences, monitor and follow up with concerned employees on the progress of activities to provide up-to-date status. Sending and receiving faxes and emails.
* Prepare presentation, reports, lists and graphs. Prepare request for printing various technical drawings and ensure that the printed drawings are as requested.
* Prepare requests for maintains and distributes Office Stationery and supplies.
* Preparing monthly time sheets for the staff associated with the Projects and general administration of the whole office.
Main Challenges
* Exploring systems and procedures of different divisions in order to control the flow of documents effectively.
* Providing information or answering queries of employees and outside parties, considering the nature of issues and maintaining confidentiality.

EDUCATIONAL QUALIFICATION:
Academic:
1. Computer Engineering (Three Year Course), Board of Technical Education Government of Kerala, India -1998 76%
2. Pre-degree (Secondary School Certificate) University of Calicut, India-1995 72%
3. S.S.L.C - (Matriculation) Board of Public Examinations - 1993 90%
Technical: -
1. Post Graduate Diploma in Advanced Computing – A.I.C.T., India, - 1999 81%
2. Business Professional Programmer - `O' Level (DOE ACC. Government of India) Department of Electronics, Accredited by Government of India-1999 60%
3. Certificate Course in Computer Hardware – 2003 A+
4. Web Design Course (HTML, XML, Flash-5 & JAVASCRIPT) from Software Technology Group International Limited – 2003

Technological Competencies:
Operating Systems Ms-Windows - XP, Unix & Ms-Dos
Networking Windows-NT, 2000

Languages Visual Basic, Turbo C, OOPS using C++
Packages Visual FoxPro, FoxPro 2.6, Ms-Word 2000, Ms-Excel 2000,Ms-Binder, Ms-PowerPoint 2000, Ms-Outlook 2000, Ms-Access 2000, Ms-Visio, Flash-5, HTML, XML, JavaScript, Internet, E-mail & Ms-Office - XP.
SQL Oracle with Developer 2000
Project Work "Vessel Information & Billing System" for Cochin Port Trust, Kochi, Kerala, India -A Real Time project in Visual Basic 6.0 & Oracle 8.0.
Typing Speed 50 WPM (Accurate)
Nature Willing to work the hours necessary to meet deadlines, Workaholic, Sincere, Enjoy to Work Under Pressure, Quick Learning, Update Modern Technology

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