Oct 2004 - Apr 2011 |
| Company: MITD EX- IVTB, Corporate Affairs DivisionPosition: Clerk/Word Processing Operator > Public Relations Office . Assist the Public Relations Officer in preparing newsletter and prepares labels for envelopes to be distributed to all Ministries, Departments, and other companies. . Create format and print greeting cards for end of year to be distributed to different organizations. > Registry Section . Assist the staff of the IVTB Head Office, proper handling of files. . Work on Alice Software for the Accession of files, and Handing over of files. . Make the staff on the Outgoing files book whenever a file is going out of the Registry, and pass the file on the Alice Software so that the file may be retrieve after three days or if ever needed before. . Access all Incoming letters on Alice software and register them by giving a Barcode, then pass through the Outgoing book to the respected divisions or staff involved. . Handle out telephone file queries from staff, whenever they need files or any fax received. . Type letters and in the amendments of documents whenever asked by the Supervisor. > Registrar and Legal Section . Prepare Budget for two consecutive years . Type, and make amendments to the Corporate Affairs Manual . Update Directory of Financial Assistance to trainees . Help for the Organisation of the End-of-year Party . Collaborate in organisation of IVETA Conference held in 2007. . Assist the Executive Clerk . Prepare and type letters, memos and reports from written drafts, including work of a confidential nature . using IT to enter, amend or extract information . Receiving personal and telephone enquiries, taking messages and referring up if necessary . taking and preparing minutes and any follow up action required; providing refreshments . ordering, re-ordering and distributing stocks of stationery and other office items . being responsible for data entry records/updating, processing. . undertake clerical jobs of a non-routine nature which may involve confidential information personnel records and entail a degree of interpretation and initiative. . use IT equipment to manipulate programmes which could require specialist operational training . service meetings where minute taking could be confidential and complex . help my assistants to prepare the contracts, lists MOUs and Agreements with other organizations. . assist with supervision and training of trainees under training scheme. . Create format and print greeting cards for end of year to be distributed to different organizations. > Security Matters . Attend monthly meetings chair by the Divisional Manager with the Representatives of Security Company involved in maintaining and handling out security services at the Head Office. . Take minutes, type, print and send final minutes of proceedings to each member of the Committee. . Prepare and Calculate the monthly payments and send to Finance Division where process of payment for the security guards of both the Head Office and all the 12 Training Centres involved are processed. > Cleaning Services Matters . Attend monthly meetings chair by the Divisional Manager with the Representatives of Cleaning Company involved in maintaining and handling out cleaning services at the Head Office. . Take minutes, type, print and send final minutes of proceedings to each member of the Committee. . Prepare and Calculate the monthly payments and send to Finance Division where process of payment for the Cleaning Operators of the Head Office are processed. > Renting out Facilities . Reviewing and updating of Brochure on letted out facilities. . Help the Assistant Executive Clerk in generating report on monthly income from rental of rooms at IVTB House. . Effect changes to Setting in Committee Rooms and Conference Room to maximise seating capacity . Recceive call from client, take all the details, for eg. The date the customer want to get the rental facilities, which rental rooms, for how many persons, how the client want the room to be like, for which activities are they going to need the room, and the number of participants involved and take the customer telephone number and company name . Check and verify with the Scheduled booking list whether the dates wanted by the Customer, is available as requested. . Call out the clients and if the rental rooms are available or not, we inform the client. And if satisfied, a provisional booking is made upon a request letter from the Customer by mail or by letter. . When the expected mail arrived, after being passed through the Divisional Managers hand, a booking is made and an invoice is done and sends to the customer by giving the delay of payment. . Payment of Rental rooms is made before the room is rented and thus ensures that all other minor facilities offered at the service of the customer such as OHP Projector, Micros, etc. . If payment has not been made, then query is perfomed giving them 3 notice till payment is done, if so ever this have not been done, query sent to SLO where court process will follow. > ISO Standards . Assist the AEC in the Set up Steering Committee on Quality . Prepare, type and format Audit Plan . Compile Quality Objectives and KPIs 2007 for all Divisions & TCs . Make changes to Quality Manual and Records . Prepare documents for the meetings with Internal Auditors . Organise prepare documents for Management Review Meeting . Prepare and circulate required documents to Internal auditors to conduct all Internal Audits thrice a year . Set up Corrective Action Plans and take necessary action . Prepare payments for Internal Auditors after carrying out their Internal Audits. . Prepare for External Audit carried ot by MSB. . Preparing the changes done to ISO Procedures. . Preparing scheduled for every years Management Review Meeting of ISO . Once Management Review is done, do amendments, and see the Non-conformities, etc. . Amend changes and make copies, have them stamped and circulate to Divisional Managers, and officers required. . Assist in the everyday work of the Assistant Executive Clerk. > Board Council Meeting * Before Meeting . Assist the Divisional Manager in preparing monthly Board Council Meeting programme . Clear date and time of meeting with Chairman of the Organisation . Book of Rental Room for meeting . Get Approval of Chairman regarding the minutes of proceedings . Send email to Board Council Members with confirmed date and time of meeting . Prepare Matters Arising for council booklet . Send email to all Divisional Managers, Training Centre Managers and Assistant Managers for submission of papers to be discussed in meeting . Prepare Agenda for council meeting - HR - Procurement and Finance - SMCs - PR - Others . Prepare Agenda for meeting to be held . Prepare Clear Agenda and Matters Arising with : - Director - Chairman . Collect council Papers from different Divisions and Training Centres . Print Cover of council booklet . Request the General Assistant for the preparation of Council Booklets Photocopy and binding . Despatch Booklets to Members/Minister/Director/ Ag DDT, DM CAD . Send Agenda to Supervising Officer of the parent Ministry . Call members and confirm attendance for the meeting to be held . Prepare attendance sheet for the meeting . Place order for catering by contacting the Canteen Caterer . Collect papers to be tabled if any, and distribute during the meeting * After Meeting . Assist the Divisional Manager in the preparation of the Minutes of Proceeding of Council held . Send minutes of proceedings to Director to be vet . Make amendments as instructed by Director . Call files from Divisions . Make copy of the council papers for the different Divisions and Training Centres . Submit the list of attendance to Finance Division on file for payment . Send minutes of proceedings to Chairman for approval . Send copy of approved documents to Registry for filing. |
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