Assistant to Contracts and Procurement Committee
Qatar Rail
Total years of experience :16 years, 2 Months
1. Qatar Railways Company - (QATAR RAIL)
Current Position : Assistant to Contracts and Procurement Committee (CPC) and Provisional Sums
Specialization : Contracts/Tender/Provisional Sums/Program Management
Role : Assistant to Committee of Approvals /Program/ Provisional Sums
Industry : Rail / Metro / Long Distance
Work Description / Experience:
Executive Assistant to Contracts and Procurement Committee (CPC):
- Preparation of CPC Agenda - to receive all documents for CPC presentation in line with the procedure of submissions from PS Packages for approval and Variation order for recommendation to Ex Com.
- Analysis of submission for CPC review approval or recommendation - Make sure that the submissions are in line with the procedure.
- To check availability of document such as, Memorandums, Presentations Tender plans, Summary, Justification etc.
- To check the document if signatures are provided by all signatories required before sending to CPC.
- To check the value of the submission if correct and if it is more than 150 M (for PS package submission).
- CPC Minutes of meeting templates - To make a template where CPC decision will be in place. Make sure that to complete all necessary and required information of the submission to the Minutes.
- CPC Decision Memorandum templates - to make template where we can put CPC Decision as approved, rejected or further action by end user. To coordinate and send via ACONEX and email to those line directors and department heads.
- Follow up documentation and status of each lines or department organization regarding response to CPC decision.
- Coordinating to line Project Directors/ Department Chiefs regarding CPC Decisions.
- CPC Documentation - to complete and make available of the files especially signed minutes by CPC and submissions to CPC documents such as, Tender plan, Bids, PS Award documents.
Technical assistant to Provisional Sums & MEP Department:
- Provisional Sums allocated budget overview - to check, report and coordinate with the team and C&PP for the revisions or updates regarding spent so far (committed) from the allocated budget.
- Schedules of PS Packages - to assist our team to provide dates of submission of Tender Plan, Bid Open PS Award and PS Award from CPC and Ex Com details.
a. Assist senior planner for compiling report dates and convert into a summary board report.
b. Coordinate with Ex Com Secretary, C&PP and Secretary of CPD for the submissions of Packages that can be highlighted on the compilation report.
- Works in Provisional Sums MEP and Architectural & Utility Diversion works to support the team by doing reports, excel, words, PowerPoint etc. works. Understand each type or level of each items, drawings, GFA’s and cost saving analysis.
- Provisional Sums Administration Weekly meeting - to take minutes of meeting especially those topics highlighted and works that needs to be done by each member and in organization.
- Coordination with Ex Com regarding Provisional Sums tender packages.
- Provisional Sums Dashboard (PSPMG) - to update and finalize Dashboard that will issue to PMO department and as the provisional sums allocated and committed is the basis on our record and should always match with Provisional Sums under the Contract.
- PSA deliverables - Make sure that all stationaries are available in our stock.
- Document Control for PSA
PS & MEP Director’s Executive Assistant:
• Support to his day to day activities
• Meeting room arrangements, Calendar arrangements,
• Preparing reports for PSA Director Presentation incl. Program, Technical, Commercial etc. to MD, CPD, CEO and other higher management.
• Availability of document for reporting on daily work activities.
July 7, 2011 - Present
1. JBOG-PMT Qatargas Project - FLUOR
Current Position : Contracts Administration Specialist III / Technician - QATARGAS JBOG PMT Project
Specialization : Contracts/Clerical/Administrative/Supervisory
Role : Contracts Management
Industry : Oil / Gas / Petroleum
Work Description / Experience:
• Study and analyze with Contracts department superiors to prepare requests for Contract Modification / Change Order and Contracts for amendment for Company’s approval.
• Drafting Request for Contract Action and Site Instruction with coordination to Engineering & Construction to Commissioning.
• Communicate with client and subcontractors to manipulate and provide the file needs of our Contract Management.
• Routing Contract document for signature to incorporate in to the Contract.
• Monitoring Incoming, Outgoing & Internal correspondence from client & subcontractors
• Drafting of official contractual letter to client & subcontractors.
• Conducting weekly progress minutes of meeting (MOM).
• Supervise CMSI (Contract Management System) regularly.
• In charge of Company’s BACKCHARGES to Contractor.
• Monitoring of insurances, bonds and other documents that will expire.
• Uploading retention documents to Company’s website for electronic copies file keeping from Pre-award. Post award and close out of contract.
• Preparation of reports to view the contract figure status / Coordination with project controls.
• Managing / controlling contract files and supporting documents. Original & Duplicate copies.
• Filing and keeping of tender agreements and contracts of each contractors & clients.
• Electronic file system, presentations and spreadsheets or as otherwise directed by supervisor.
• Database logins and restoring data from Project online (POL) and Contract Management System (CMSI).
• Receiving and keeping original contracts files including modifications, insurance monthly/weekly/daily reports, documentation transmittals, Time sheets, Minutes of meeting etc...
• Review invoices submitted by contractors and verification of compliance with contractual agreements and provisions.
• Recommends modifications to contracts (Potential Changes-PCA) from Contractor’s correspondence.
• Other activities that includes general administrative assistance.
• Know and comply with company records retention policy.
• Assist and support the Contract administrator from its duties and responsibilities.
Jan 2008 to June 2011
2. Chiyoda Technip Joint Venture - QATARGAS 3 & 4
Position Title : Site Business Secretary (General Admin)
Specialization : Supervisory/Clerical/Administrative
Role : Administration Management
Industry : Oil / Gas / Petroleum
Work Experiences:
Areas Telephone Land lines /Mobile Phones /Tetra Radios:
• Authorized to review, collect and assess Monthly Telephone landline and Mobile Bill Statements
• Studied and proposed for Basic telecommunication issues.
• Backtracked 15, 000+ mobile bill statements (one year for 1500+ employees)
• Drafted most in-house and external memorandums of the company
• Co-drafted Tenancy Agreements for Telecom usages of the employees
• Created excel database for Telecom facilities/units.
• Issued and monitored 2000+ Tel Land lines, mobile units and SIM cards.
• Reviewing and analyzing Radio bills for invoice.
• Preparing for invoices for company regarding usages communication.
• Telecommunication Cards/Vouchers - In charge of Distributing/Forecast for Order/Keeps an exact data of Cards per employees.
Administrative Roles:
• Arranging Flight, Booking and Reservation
• Accounting Support in back charging Telecom lines, Mobile Bills and ADSL (Internet)
• Meeting Arrangements
• Update and re-design Telephone Directory
• Preparing Arrival & Departure Notice
• Renewals of Employee’s Resident Permit /RLIC Gate Passes/Passport
• Arranging Medical appointments, Fingerprint, Eye test appointments
• Opening and closing of employees Bank.
Documents Control work:
• Controlling Document Database Management (DDM)
• Managing Document Transmittals Local and International (Incoming/Outgoing).
• Maintains records/files of construction project materials received and issued.
• Controlling Project Materials Inventory
• Maintains the property list of documents on all project department
• Maintaining Project Database, Electronic files updated.