Abdul Rafeek

CURRICULAM VITAE Abdul Rafeek Dubai, UAE Mobile:-/--SUMMARY Highly experienced, resilient, versatile, and adaptable admin professional with 16 years of, proven experience in executive assistance and office management services in UAE operating for global entities. I am seeking to be employed as Office Manager, Executive Assistant, Personal Assistant, HR Administrator, or similar business support positions commensurate with my qualifications and experience, in a reputed and high performing organization wherein I can contribute positively and add value to the success of the organization. I am open to working on full time, temporary, part time etc basis and can arrange own visa. AREA OF EXPERTISE ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖ General executive assistance. Office & facility management. Stakeholder management. Business travel & events management Calendar and diary management Meeting support Cost control & efficiency in administration Office supplies & inventory management Contract negotiation & management Data storage and management HR administration & PRO responsibilities STRENGTHS ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖ ❖ Exceptional organization, prioritization, and time management skills Excellent communication & listening skills. Proactive and self-starter. “Can do” attitude. Sound business judgement. Flexible attitude with a teamwork approach Highly resourceful with strong problem-solving skills Enthusiastic, dedicated, hardworking and committed. Accuracy and attention to detail Sense of accountability Page 1 ❖ Holds confidentiality in high regard. ❖ Desire and aptitude for learning new things EDUCATIONA QUALIFICATIONS • MBA (Marketing Management & Finance Administration)-2001-Madurai Kamaraj University, Tamil Nadu, India • Bachelor of Hotel Management-1999-Bangalore University-Karnataka, India TECHNICAL SKILLS • Proficient in MS Office & Outlook • Proficient in Pronto(ERP), SAP Concur(Expense reporting), SAP Success Factors(HRIS), OnBase (Data management) • Trained in QHSE operational compliance & audit CAREER HISTORY RECENT Imdex Limited, JLT, Dubai, UAE Office Manager & Executive Assistant 17 December 2012 -30 September 2020 Imdex Ltd. Is ASX listed company providing innovative drilling fluids products and advanced downhole survey instrumentation, data solutions and geo-analytics services to exploration, development and production companies in the minerals and oil & gas sectors worldwide. Imdex has presence in all the major mining and exploration regions including Asia- Pacific, Africa, Europe and the Americas. Responsibilities • Act as the first point of contact internally and externally and provide administrative support such as: calendar management, meeting and travel planning, expense reimbursement, document drafting, gate keeping/call screening, interview coordination, petty cash management etc. • • • • • • • • • • Manage and coordinate internal meetings including taking minutes of meetings, producing various reports, and presentations etc. Interface with all levels of the organization and build working relationship with all stakeholders. Maintain strict confidentiality with sensitive information, financial documents, records, and personal matters. Negotiate and manage vendor contracts and ensure the best rate and service by negotiating with multiple vendors. Develop, maintain, and improve efficient office filing systems. Liaise with various stake holders such as customers, landlords, government departments etc. Set up new and effective systems and processes to increase efficiency of operations. Manage all IT & Communication requirements for Dubai office. Administer various insurance policies such medical insurance, life insurance, third party liability insurance etc. Ensure that all health and safety policies and standards are observed and complied with. Page 2 • • • • • • • • Conduct safety meetings, safety drills, safety audits and safety inspections etc. Acts as Emergency Coordinator during emergency evacuations. Manage employment visas, work permits and all other PRO responsibilities. Provide accounts and logistical supports such as processing POs, quotations, invoices, supplier payments etc as required. Coordinate with DMCC and other government authorities for various matters such as registration amendments, license renewal, import/export permits etc. Work with managers with selection, recruitment, onboarding and offboarding of employees. Assist with the relocation of new employees from overseas locations. Process payroll and other employment benefits. PREVIOUS Tercel Oilfield Products (Currently Rubicon Oilfield) Dubai, UAE Executive Assistant to the CEO October 2007 to December 2012 Tercel Oilfield Products (Rubicon Oilfield) is a leading-edge product, technology, and end to end solutions Company for the Oil and Energy industry globally, with a worldwide headquarters in Dubai and sales, manufacturing and delivery operations throughout the Middle East, Asia Pacific, Europe and North & South America. Responsibilities • Ensure efficient and seamless functioning of the office of the CEO. • Screen, organize and prioritize telephone calls, visitors, and mails. • Manage calendar and appointments. • Make travel and meetings arrangements. • Negotiate with service providers for better deals and services. • Interact and liaise with BOD members and shareholders. • Ensure an efficient physical and electronic filing system for CEO office. • Preparation of memos, letters, reports, minutes of meetings, presentations etc. • Liaise with internal and external clients and stakeholders. • Process and reconcile travel expenses, health insurance claims, credit card statements, telephone bills etc. • Plan, budget and organize office supplies and other requirements. • Create and update database of shareholders, investors, and other business associates. • Be involved with various ad hoc projects and research assignments from time to time. Finance House PJSC-Abu Dhabi Admin Assistant to the Chairman March 2007 to September 2007 Finance House PJSC is a first of its kind national independent financial company offering tailored and unique financial products such as credit cards, auto loans and personal loans. They are based in Abu Dhabi and have office in Dubai as well. As Administrative Assistant to the Chairman, worked closely with Chairman in organizing and managing his time and workload in an efficient manner and ensuring the smooth functioning of his office. Page 3 Responsibilities • Manage the day-to-day affairs of Chairman’s office in the most efficient manner. • Make travel and accommodation arrangements. • Prepare memos and letters, reports, and presentations etc. • Manage the document flow at Chairman’s office. • Receive and screen all incoming communication for Chairman’s office • Manage Chairman’s calendar and appointments. • Manage petty cash expenses. • Maintain highest confidentiality with matters. • Assist with organizing the board and shareholder meeting. • Maintain and update the database for business associates. • Continuously improve the efficiency of operations. • Maintain stationery and office supplies. • Facilitate meeting with internal and external clients. Modern Pharmaceutical Company Dubai Divisional Secretary March 2005-February 2007 Modern Pharmaceutical Company is a well know name in the health care sector of UAE. They are the main distributor of pharmaceutical and Para pharmaceutical products including cosmetics, toiletries and medical equipment in UAE. Responsibilities • Assist the division manager in the smooth running of the retail division. • Assist with the employee recruitment process for the Retail division. • Manage annual vacation processes for the Retail division. • Facilitate training and development process for the Retail division. • Maintain all HR data for the Retail division. • Help to drive the quality management system for the division. • Prepare all HR related documentations and records. • Facilitate annual employee appraisal process for the retail division. • Facilitate the employee satisfaction surveys, monthly employee rewards etc for the retail division. • Manage petty cash expenses for the retail division. • Organize manager’s meetings and take minutes of meetings. • Participate in internal audits at divisions to evaluate and review the compliance with the QMS standards. • Liaise with the departments to ensure that non-compliances are addressed in a timely and efficient manner. • Contribute to the improvement of quality management system and processes. DRIVING LICENSE • Holding valid UAE Driving License. Page 4 LANGUAGE SKILLS • Proficient in spoken and written English • Basic knowledge of Arabic (Learning) • Fluent in Hindi and Malayalam REFERENCES I can present credible references from senior management of the companies that I have worked recently and, in the past. Page 5