Hoda Mohamed Yehia

• Assisted in the development of administrative procedures and systems to improve accuracy and efficiency.
• Organized office operations and procedures, including filing systems, record keeping, data entry, mail distribution and other clerical services.
• Ensured compliance with organizational policies and procedures as well as applicable laws and regulations.
• Provided guidance to staff on administrative issues such as payroll processing, employee benefits administration.
• Managed the recruitment process by sourcing candidates, conducting interviews and onboarding new hires.
• Developed a system for tracking vacation requests from employees.
• Supervised daily operations of the administrative team to ensure timely completion of tasks.
• Maintained an accurate database of company documents such as contracts, invoices, vendor agreements .
• Reviewed incoming emails and responded accordingly within established timelines.
• Implemented cost-saving strategies across all departments that resulted in significant savings over time.
• Coordinated meetings with internal teams or external clients by scheduling dates, reserving venues and organizing catering services if necessary.
• Resolved complex problems related to administrative processes in a timely manner.
• Developed a comprehensive training program for new staff members to ensure smooth integration into the organization's culture.
• Monitored inventory levels of office supplies ensuring adequate stock at all times.
• Collaborated with vendors on procurement projects ensuring quality products were delivered on time.
• Organized special events such as corporate conferences or workshops by coordinating logistics requirements.
• Organized workflows to improve efficiency and reduce operating costs.
• Managed corporate digital marketing activities and handled e-newsletters, website and social media accounts.
• Coordinated marketing events and client activities to drive sales and revenue.
• Monitored office inventory to maintain supply levels.
• Managed purchase requisitions and approvals for all department equipment and supplies.
• Oversaw CRM updates and backups, report generation and troubleshooting requisition.
• Analyzed internal processes and recommended and implemented procedural or policy changes to improve operations.
• Negotiated and reviewed contracts, rates and terms with current facilities and suppliers.
• EGYPS event marketing coordination in Sourcing suppliers, review and analyze price options.

• Negotiated contracts with vendors, suppliers and other service providers to obtain the best quality products at competitive prices.
• Conducted market research on potential vendors and suppliers to identify new sources of supply for goods and services.
• Created detailed reports outlining current procurement processes, performance metrics, vendor management strategies, and financial projections.
• Maintained an accurate inventory system for tracking purchased items and their associated costs.
• Evaluated bids received from vendors based on pricing, product quality, delivery terms, payment terms., to determine which vendor would be most suitable for a given project or requirement.
• Created and calculated purchase orders to follow price quotes and reductions.
• Organized and prioritized projects.

• Assumes responsibility for the management of services and processes that support the core business of the organization
• Ensures that the organization has the most suitable working environment for its employees and their activities
• Provides focus on using best business practice to improve efficiency, by reducing operating costs whilst increasing productivity
• This role requires involvement at both the strategic planning and day-to-day operations level Control on usage of supplies to reduce the office supply costs
• Manages and reviews documents for the procurement of all supplies, equipment and services and ensures compliance the Procurement Policy and Procedures guidelines Manages the process for the evaluations of proposals, offers and bids in accordance with internal policy and external local regulations
• Selects suppliers and works with Quality Manager to qualify and measure performance in areas of quality, on-time-delivery, technical resources/support Managing telecommunications, including installation of telecommunications & Repairs of the system, Support staff with communication services like adding or deleting services of international, roaming, data roaming offers, solving problems of BB or internet service…etc
• Creating the optimal environment for the organization's primary functions, taking an integrated view of the business infrastructure, and using this to deliver customer satisfaction and best value through support for and enhancement of the core business Office stationary supplies requests are received & Assessed and recorded Monitor and control the distribution of office Stationary supplies Hosting & preparing the company events
• Investigate availability and suitability of options for new premises & Responsible for office lease renewals
• Responsible of premises rebranding process
• Research, price, and purchase office furniture, supplies, refreshment
• Responsible of renting staff cars (quotations/contracts/Maintenance) Company cars insurance, and review related invoices
• Documentation for the above is maintained where legally required and for audit purposes
• Arrange for freelancer contracts and signing the relevant work papers (employee application, secrecy agreement, code of conduct…etc) Maintain hard and soft copies for free-lancers contracts and employment papers and update the database Coordinate with technical LM to renew the freelancer's contracts on yearly basis and insure them under life and accident insurance Support and assist staff in API, LEEA and CSWIP Certification and update the qualification matrix Coordinate with technical staff for overtime sheets on monthly basis and report it to finance for payment Coordinate and administer a variety of insurance and benefits plans for the company Conducting market survey in order to identify the potential vendors through pre selecting and apprising vendors to meet sourcing functions needs Assesses procurement needs through analyzing specifications/Scope of Work (SOW) in terms of clarity in order to insure the best fit associated with the proper management approval and budget availability
• Maintain the procedures for Procurement activities and making sure it is in compliance with the company Procurement policy and procedure
• Conduct the financial negotiations with the vendor(s) ensuring a fair level of equality amongst the various bidders Evaluate suppliers periodically as to ensure sustainability of performance

• CRM Coordinator
  Responsible of maintaining an up to date CRM System (Customer relationship Management) for Egypt-Algeria-Libya & Nigeria.
• Issuing a monthly report for the Area
• CRM familiarization for new hires
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• Planned and coordinated the maintenance of facility equipment and systems.
• Conducted regular inspections of facility to ensure safe working conditions.
• Developed and implemented preventive maintenance programs for facility infrastructure components.
• Managed contracts related to building services such as janitorial or security services.
• Assisted in developing emergency response plans for natural disasters or other emergencies.
• Organized meetings with vendors to discuss service agreements or new projects.
• Monitored inventory levels of supplies used in the facility's operations.
• Maintained records relating to all aspects of facilities management including financial data.
• Inspected buildings regularly to identify potential risks or hazards that may affect employee safety.
• Maintained cleanliness and presentation standards to increase appeal of facility.

• Executive of all the administrative details relative to business
  Answer inquiries & explain policies & procedures related to the business Acted as liaison between country manager & North Africa manager and the administration staff.
  Conferring on matters requiring the manager input or action and relaying the manager directives & instructions
  Keep the Country Manager apprised of all the office activities, approaching deadlines, status of the pending operational documents
  Evaluate work methods and efficiency, draft speeches. Arrange interviews
  Assist in preparation of bids, budgets, preparation of sales & marketing materials. Supervise or personally organize the trailing arrangements of the CM & Area Manager and any related work permits or visas that maybe required.

• Organized office operations and procedures, including filing systems, record keeping, data entry, mail distribution and other clerical services.

Manage and participate in, as required, all the office administration needed to ensure the smooth running and functioning of the office activities.
Supervise the travel arrangements for ND staff and any related work permits and visas that maybe required, keep up to date the records of planned staff movements and the staff leave charts.
Management of the Administration staff, including recruitment, in house training and payroll calculations.
Ensure the office management is compliant with company Human Resource, Health Safety & Environment policies and the requirements of the ND Group/ME Quality Management & Assurance system.
Assist in the preparation of bids, budgets, preparation of sales and marketing materials and the organization of conferences & forums and other functions and events being hosted locally by ND.
Manage office business cash inflow and outflow; including daily sales receipts, cash deposits, petty cash fund and internet banking and for all the office payments to creditors, suppliers, salaries, independent consultants, benefits, bonuses, expenses etc. ensuring all payments are scheduled in accordance with company policy and cash availability.
Prepare invoices and quality documentation including completing the relevant sections on the “Smiley.xls” and checking documentation for adequacy to meet system format requirements for numbering etc. Liaising with Project Manager to ensure that the data requirements for invoicing
creating purchase orders, completion of project reports, preparation of timesheets, records of man days utilized, subcontractor invoices and expenses receipts are completed prior to forwarding the files to accounts for invoicing.
Assisting Surveyors in advance of specific job requirements with tasks such as obtaining signed

• Developed a system for tracking vacation requests from employees.
• Supervised daily operations of the administrative team to ensure timely completion of tasks.

• Preforming all administration work related to the job.

• Distributed and processed the outgoing and incoming correspondence. Received, classifies, copies of correspondence and routed incoming mail to the proper addressee(s).
  Handled & delivered mail of the outgoing correspondences.
  Located and attached appropriate file to correspondence to be answered by Management.
  Files, logs correspondence and acted as custodian of documents and records. Received visitors, ascertains nature of business, informed the concerned employee(s) and conducts or directs visitors to the appropriate destination Answered telephone, took messages, or routed calls to appropriate individuals. Transmitted information or documents, using computer, scanner, mail, or facsimile as needed
  Ordered and dispensed office supplies.
  Participated in staff yearly Training planning.
  Handled venues booking and arrangements in the most economical manner available.