Fatima Abdula
Dubai
Summary
Administrative officer offering experience prioritizing and delegating administrative tasks to drive goal achievement.
Proficient in schedule coordination, resource allocation and office supply inventory management,
Highly dependable, ethical and reliable person that works effectively with cross-functional teams in ensuring operational and service excellence.
Knowledgeable Public Relations Officer and Government Relation bringing 10 years of experience. Maintains calm, collected and analytical mindset in high-pressure situations.
Overview
16
16
years of professional experience
1
1
Certification
Work History
Office Manager/Public Operation Officer/Government Relations
De Facto Social FZ LLC
Dubai
02.2019 - Current
- Assisted office head in planning and execution of office renovation by coordinating movement of office furniture, files and employees during construction.
- Oversaw office inventory activities by ordering and requisitions and stocking and shipment receiving.
- Created digital filing system to reduce paper usage and toner consumption.
- Maintained extensive investment files and all archives for all managed funds.
- Maintained computer and physical filing systems.
- Managed office operations while scheduling appointments for CEO.
- Compared vendor prices and negotiated for optimal savings.
- Arranged corporate and office conferences for company employees and guests.
- Kept office supplies well organized and sufficiently stocked, placing orders promptly to replenish materials before depleted.
- Informed and supported business leaders through consistent communication and administrative support duties.
- Identified issues, analyzed information and provided solutions to problems.
- To liaise between company and Government Organizations, act on our behalf to ensure efficient communication and organization.
- Provide quick, efficient, and reliable services for all Government related jobs such as Employment Permits, Entry Visas, Medical Examinations, miscellaneous jobs related to Immigration, Ministry of Labor and Consulates, and Business Licenses to company and its group.
- Adhering regular amendments in rules and regulations within very short notices.
- Respond promptly to demands of Businesses and HR to assist them on all government related services, and sure efficient task management to best utilize your time.
- Collect and give regular updates on all work and migration standards from government offices to keep HR office well informed for any changes in procedures and rules.
- Submit, follow-up and gather all new work and business visas to guarantee that visas are handled and processed on time.
- Renew, update and keep up all workers and their dependents’ visas and work contracts on time to guarantee that organization’s records are up to date in labor and Immigration Departments. Send notification to employees on required documents before their visa expires.
- Makes sure all business and trade Licenses are updated, follow-up official approvals and permits, to prevent unnecessary violations.
- Accurately prepare and process required legal documents like rent contract attestation in government agencies such as Ministry of Economic, Ministry of Finance, Customs, Court, Chamber of Commerce, Traffic Department and Municipality.
- Deal promptly and productively on general inquiry about PRO functions.
- Assist office in determining any issues identified with organization vehicle registration and renewals
- Acquire visas from different Embassies for staff members for business related travels.
- Knowledgeable enough on process of getting residency permits etc.
- Managed invoicing, collect payments and payment processing operations.
- Handling Petty Cash for everyday office business expenditures.
HR and Admin Manager
EmailCiti | Data, Content Marketing Solutions
Dubai, United Arab Emirates
03.2012 - 01.2019
- Maintain organization staff by recruiting, counseling managers on candidate selection, conducting and analyzing exit interviews, recommending changes and maintaining safe and secure work environment
- Ensures legal compliance by monitoring & implementing applicable human resource federal and state requirements.
- Knowledgeable in Labor law.
- Responsible to prepare employee's Annual Leave Pay and End of Service.
- In charged to perform companies formation in Free Zone (DDA and D3) started from company's name registration, offices, Trade License, establishment card, company's bank, memorandum and articles of association
- Knowledgeable to set up offshore companies
- Managed AXS portal (Dubai Development Authority)
- Provide administrative support to CEO and Chairman such as answering phones, typing and preparing memos, forms and business letters, offer letter, employment contract and processing confidential data materials.
- Submit, follow up and gather all new employment and business visas from different Embassies and guarantee visas are handled and processed on time.
- Renew, update and keep up all workers and their dependents’ visas on time to guarantee that organization’s records are up to data. Send notification to employees on required documents before their visa expires.
- Accurately prepare and process required legal documents such as Ejari Lease contract, staff medical insurance and rent contract attestation in Ministry of Foreign Affairs, Ministry of Economic, Court and Municipality.
- Planned and supervised all personal and business travel arrangements of CEO including air travel, hotel and restaurant reservation and managed and scheduled complex business calendar.
- Ensures Trade License, Lease contract, office Insurance, establishment card, parking permit are updated and renew on time
- Knowledgeable enough to process of getting employment & different type of visas
Assistant HR Manager
Manar Al Omran, Sharjah
Dubai
11.2009 - 03.2012
- Responsible to prepare monthly Payroll thru WPS (Wage Protection System) with coordination of UAE Branches (RAK, Ajman, Abudhabi, Fujairah) and Finance department for monthly attendance, leave and deduction.
- Facilitates development of appropriate organization structures with clearly defined roles and responsibilities and manpower requirements.
- Plans for headcount to staff positions based on requirements.
- Reviewing staff monthly vacation reports.
- Tracks staff movement, attrition and vacancies and vacancies and ensures are filled within stipulated time using most effective and cost efficient method and sources
- Initiates and participates in selection process to select most suitable internal/external candidates for senior leadership positions.
- Monitors execution of well-planned induction programs to enable new employee reach productivity levels faster.
- Train, supervise and evaluate department staff.
- Maintaining computer system by updating and entering data.
- Maintaining calendars of HR management team.
- Setting appointments and arranging meetings.
- Short listing resumes, arrangement of interviews, selection of candidates, offer letter, joining formalities, induction and training.
- Open employee file - resume, interviewer's, remarks and all related documents.
- Maintain office discipline, motivations and employee retention.
- Responsible for Annual leave and final settlement.
- Coordination and effective communication between employer and employee.
- Reviewed existing policies and procedures to make recommendations for enhancing work productivity, recruitment, hiring processes and talent management
- Analyzed issues and employed improvement processes
- Liaised between management and employees to deliver conflict resolution, alleviate problems and interpret compensation and benefits policies
- Reviewed and screened applicant resumes to identify qualified candidates
Admin Cum Personal Assistant
E-Marketing Mena
Sharjah, United Arab Emirates
06.2008 - 10.2009
- Planned and supervised all personal and business travel arrangements including air travel, hotel and restaurant reservation as needed.
- Managed and scheduled complex calendar for business, household and children.
- Maintain daily task list, arranged business meeting, and medical appointments and provide reminders as needed.
- Prepare, acquired and submit requirements for cars renewal and Tenancy contract.
- Provide general administrative and clerical support including mailing, scanning, faxing and copying to management maintain electronic and hard copy filling system.
- Perform data entry and scan documents prepare and modify documents including correspondence, reports, memos and emails maintain office supplies for department.
- Maintained energy and enthusiasm in fast-paced environment
- Created spreadsheets using Microsoft Excel for daily, weekly and monthly reporting
- Monitored company inventory to keep stock levels and databases updated
Assistant Branch Manager
M.R. International
Manila
01.2006 - 06.2008
Education
Bachelor of Computer Science - Computer Science
Notre Dame University
Cotabato City, Philippines04.2002
Skills
- Office operations
- Administrative office operations
- Relationship building
- Credit and collections
- Contract negotiations
- Customer Relations
- Business operations knowledge
- Staff Management
- Privacy compliance
- New employee orientations
Certification
- Driving License
Timeline
Office Manager/Public Operation Officer/Government Relations
De Facto Social FZ LLC
02.2019 - Current
HR and Admin Manager
EmailCiti | Data, Content Marketing Solutions
03.2012 - 01.2019
Assistant HR Manager
Manar Al Omran, Sharjah
11.2009 - 03.2012
Admin Cum Personal Assistant
E-Marketing Mena
06.2008 - 10.2009
Assistant Branch Manager
M.R. International
01.2006 - 06.2008
Bachelor of Computer Science - Computer Science
Notre Dame University