Reem Saeed

Executive Assistant to Head of Exploration, Development and Production

Identifying and providing all department needs in all procurement aspects Following up P&L process and submitting using IPROC Following up delivery and submitting after verification complying with LPO request. Managing delivery schedules and status of goods. Coordinating with suppliers ensuring delivery of requested goods or items On-time. Reviewing and analyzing all vendors/suppliers and price options. Negotiating the best deal pricing with suppliers. Scheduling and coordinating with contractors for the for the site survey. Coordinating with team members and procurement team to complete duties as needed. Planning, managing and organizing EFTA events.

• Identifying and providing all department needs in all procurement aspects
• Following up P&L process and submitting using IPROC
• Following up delivery and submitting after verification complying with LPO request.
• Managing delivery schedules and status of goods.
• Coordinating with suppliers ensuring delivery of requested goods or items

Acting as a focal point to the Head of E&P (Exploration/Development & Production) Maintaining & assisting the Head of E&P in day to day activities including the coordination & management of meetings & schedules, email management & other general office duties. Format information for internal and external communication, memos, emails, presentations and reports before sending it. Preparing Monthly Ruler’s Report ( ADNOC Monthly Ruler’s report – Production Monthly Report ) Preparing Internal reports by collecting and analyzing information. Administering the Department vacation records and approving before sending it to the Head of E&P Processing invoices GR/PR/RO and Service order for the E&P department. Preparing and Liaising with Direct Hire Contractors & 3rd Party Contractors in submitting their timesheets and sending it to HR & Finance. Updating Employee records within the department. Updating the Drilling Schedule Arrange and manage the offshore booking. Acting as the Fire Marshall & MOC HSE committee of the E&P department. Managing the Log Reports of the E&P department. Publishing internal documents to Live Link such as Well plans, Note for file, Work order, Drilling programs and Analysis reports. Managing the orientation for new joiners. Registering monthly accruals and sending it to finance Handling and preparing the quarterly TAG (Technical Advisory group) meeting, presentation, and travel arrangements for TAG members.

Managing diaries, organizing meeting and appointments. Maintaining accurate, up-to-date instructor and cadets electronic and paper records. Preparing training student files and training materials prior to course commencement. Administration of incoming and outgoing correspondence. Preparing outgoing correspondence, memos, emails and faxes along with any other clerical requirements within the department. Assisting the CTKI (Chief Theoretical Knowledge Instructor) / CFI (Chief Flight Instructor) with all administrative and clerical duties relating to GCAA, EFTA, Emirates Airlines, external organizations or BSD. Ensuring all BSD records requirements are completed within a prescribed 72 hour filing period, and all BSD records are backed-up in accordance to the daily failsafe procedure as outlined in the EFTA Compliance manual. Completing and transferring all required records and documentation to GCAA and Emirates Airlines as required. Controlling and issuing materials and equipment issued to cadets; such as calculators, navigation computers, headsets, safety vests, ear protectors, etc. Maintaining adequate stocks of training materials. Following up with Cadets to provide required documents to be updated on the info-space. Arranging events and activities for Cadets. Specific to Flight School: Monitoring the validity of the licenses and approvals held by all EFTA Flight Instructors issued with expiring type GCAA(General Civil Aviation Authority)approved documentation: and providing regular expiry reports, as outlined in the EFTA Compliance Manual to the CFI(Chief Flight Instructor and HOT(Head of Training) Proficient in using the GCAA E-licensing and submitting GCAA application for new licenses and foreign license conversion GCAA. Coordinating directly with GCAA to make all necessary arrangements for new FI’s joining EFTA to complete required Administrative items. Maintaining individual personnel files for EFTA pilots issued with expiring type GCAA approved documentation and storing all relevant licensing records. Coordinating all necessary arrangements for the conduct of English Language Proficiency test, when conducted externally, and ensuring that the appropriate ELP ratings are included in cadets records. Coordinating all necessary arrangements for the conduct of the Air Law and Flight Ops procedures exam for FI’s conducting license conversions. Preparing 1st Solo, completion of Training and graduation certificates for EFTA cadets. Liaising with Ground school administration for the transfer of EFTA cadets from Ground school to Flight school. Monitoring and preparing attendance report of Flight instructors. Preparing and issuing Flight instructors training certificates (SR22- Certificate of Recognition , CPL/IR License Conversion certificate, and AIT Course Completion Certificate) etc… Preparing Airside access letter in Arabic for new Flight Instructors, new candidates, Cadets, visitors and Contractors. Liaising with Dubai Airport police to arrange Airside passes for contractors, visitors, equipment’s, cars etc…. Coordinating with DWC, Dubai police for approvals of Air side access letter for new candidates and Cadets. Maintaining stationery and equipment supply to the department, ensuring sufficient stock is available to all members of the department.

• Managing diaries, organizing meeting and appointments.
• Maintaining accurate, up
• date instructor and cadets electronic and paper records.
• Preparing training student files and training materials prior to course commencement.
• Administration of incoming and outgoing correspondence.

Assistant to the Senior Director of Gas Marketing and General Manager of Emirates Gas L.L.C Acting as a first point of contact to the Senior Director; correspondence and phone calls. Managing schedules, calendars, arranging, coordinating, scheduling meetings, and preparing meeting documents. Organizing and attending Management review meetings, originating minutes of meeting, issue highlights and following up on deliverables. Reminding the Senior Director of important task and deadlines. Controlling access to the senior’s Director booking, arranging travel, transportation and accommodation. Coordinating all management key initiatives and following up with department heads and external parties for assignment updates and resources. Facilitating, supporting, and ensuring appropriate coordination for successful function of all EMGAS Schemes / Programs like CSR, Innovate, Team building and other such as special programs and activities. Liaising with ENOC Marketing and other corporate departments for ad-hoc project support and required deliverables. Formulating and maintaining systems that effectively track and establish schedules and timelines for management activities, ensuring deadlines from external agencies are met. As custodian of EMGAS vital documents, to continuously ensure systematic documentation of significant documents and records for the Senior Director’s office. As a member to the management team, coordinating the business excellence and other improvement programs to achieve best practices at EMGAS, as advised by the Senior Director. Facilitating timely completion of projects and initiatives through cross departmental coordination, providing updates and following up on delegated tasks and assignments. Following up with task owners on action arising out of the MRM (Management Review Meeting) ensuring tasks are on schedule and is completed within the deadline. Monitoring and keeping tab on all business, functional meetings of the Senior Director at EMGAS, ENOC, customer locations, external agencies, highlight information and providing feedback on key issues. Generating information from MIS data collected across EMGAS departments and outside organizations to enable the management discern key facts and issues. Originating all relevant communications of the Senior Director’s office: upward, downward, across, professional quality communication, announcement memo’s etc… Coordinating with ENOC Brands and communication department to cross check media press releases, articles, documents for accuracy, completeness and conformity to EMGAS policies and procedures. Managing and updating content in Management folders on EMGAS Intranet Portal. Has showed full support to the WLPGA forum 2020 (World Liquefied Petroleum Gas Association) by coordinating with various government entities, and external entities, effectively and efficiently compilation of the required data. Arranging, organizing such as business travels, monthly meetings of the WLPGA. Attends to e-mails and answering work calls around the clock.

• Assistant to the Senior Director of Gas Marketing and General Manager of Emirates Gas L.L.C
• Acting as a first point of contact to the Senior Director; correspondence and phone calls.
• Managing schedules, calendars, arranging, coordinating, scheduling meetings, and preparing meeting documents.
• Organizing and attending Management review meetings, originating minutes of meeting, issue highlights and following up on deliverables.
• Reminding the Senior Director of important task and deadlines.