ANNALYN ANDOJAR

Managed HR and PRO operations for Northfield Expansion Project in Ras Laffan Industrial City with Qatar Energy

Duties & Responsibilities:

• Qatar ID renewal on timely basis
• New Work Visa application
• QVC appointment
• Preparing Labor Contract and submitting for online attestation
• New residency application
• Processing change of profession request
• Modification of Work Visa Quota request through the Ministry of Labor
• Work Permit Application
• Transfer of Sponsorship application
• New Visa Quota Request (Work Visa and Multi Entry Work Visa)
• Updating Employee Masterlist in Sharepoint
• Assisting Sub-Contractors in obtaining Visa Support letter from the Client (Qatar Energy)
• Renewal of company licenses through E-Services
• Assisting staff for Tax Exemption Certificate Request
• Assisting Staff for Family Visa Application

Contributed to Hayya Centre operations for FIFA World Cup 2022 as both Operator and Usher with responsibilities including but not limited to:

• Filtering fans entering the Hayya Center by checking the category and the requirement availability
• Assisting in resolving technical issues with the fan's Hayya Application
• Assisting in submitting new Hayya application
• Answering fan's inquiries regarding Hayya and directing them to the concerned party
• Verifying Hayya applications if in compliance with the requirements (photo, legal documents)
• Verifying accommodation of international fans applying for Hayya
• Printing Hayya card to eligible fans

Led HR and Admin for QA/QC Pavement Consultancy Project with Ashghal

Duties and Responsibilities:

• Ensuring all company licenses and official documents are valid and updated (commercial registration, computer card, trade license, tax card, etc.)
• Ensuring all QID, passport, driving license, health card, insurance, and other staff documents are valid and updated
• ID renewal or cancellation, issuance of exit permit, and other work permit required
• Monthly Payroll preparation in coordination with Accounts Department
• Ticket and hotel booking for employee and visitors
• Liaising with rent a car and real estate companies for vehicles and accommodation requirements of the employees
• Assisting in yearly Financial Audit
• Participating in preparing yearly budget
• Reviewing invoices related to rent a car, lease contracts, outsourced manpower, sub-contractors and suppliers
• Reviewing employee reimbursements
• Updating employee records, updating leave entitlements, preparing End of Service calculation
• Reviewing and shortlisting applications received
• Processing joining formalities in coordination with the Third Party PRO
• Processing transfer of sponsorship or RP cancellation in coordination with the Third Party PRO
• Ensuring company bills are paid on time

• Manage Director's schedule/appointments
• Reviewing Leave application received; ensuring that all required signature has been obtained prior to Director's approval
• Approving all Oracle request on behalf of the Director (Annual Leave, Documents/Letter request, Purchase request, etc.)
• Prepare well-presented correspondence on daily basis
• Prepare daily manpower report, and cheque payment report
• Monitor and maintain petty cash disbursement
• Daily transmittal of confidential documents; updating transmittal logs
• Attending to e-mails, designating task to concerned Managers
• Assisting the Director in signing/approving documents (Leave application, Manpower Transfer Forms, Invoice, Payment Certificate)
• Preparing Minutes of Meeting; designating action required to concerned person, and following up until completion of each tasks
• Organize orientation and training/induction of new office staff
• Establish and monitor office procedures
• Monitor and maintain office supply acquisition
• Ensure filing system are maintained and current

• OFFICE MANAGEMENT -organizing office operations and procedures, managing office budget, supply requisition, assigning and monitoring tasks, conducts briefing and training, handle cases, scheduling of staff, preparing payroll, monitoring employee files/legal documents, conducts performance evaluation, participates in annual meeting/planning
• ADMIN & HR -liaising with local and international manpower agencies for required manpower, short listing of applicants, preparing demand letters, and other documents require, gate pass application (Ras Laffan Industrial City)
• RECEPTION & SECRETARIAL - meet and greet visitors, attending to their inquiries; answering and screening phone calls; directing the calls to concerned person or department; responding to e-mails; arrange courier services; arranging catering services or conference hall booking; preparing PowerPoint presentation; attending meetings, taking down minutes of meeting and preparing report; drafting of letters, memos, joint venture agreement, memorandum of understanding, letter of intent, etc.; calendar management; arranging travel itineraries including visa application, ticket, hotel, and car booking for the CEO of for his guests
• INTERNAL AND EXTERNAL LIAISON - liaising with department heads on reports or documents that requires signature of the CEO; liaising with sub-contractor and vendors for maintenance and supplies required
• DOCUMENT CONTROL - maintain the files and control logs as required by the company/ project; Input document data into the standard registers ensuring that the information is accurate and up to date; Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors and suppliers as applicable; Maintain updated records of all approved documents and drawings and their distribution clearly; Generate the various document control reports as required
• AD-HOC DUTIES - assisted in sales and marketing of the exhibition; handled basic accounts job like issuing payment, preparing bank letters, preparing invoices or receipt, checking and releasing claims/reimbursement of managers or staff; assisted in preparing tender/bid submission; preparing quotation, delivery order, purchase order, and more