Shamma Khalfan AlGhaithi

Administrative officer

Al Ain, United Arab Emirates

Profile summary

Experienced Administrative Officer with 2 years of experience in EPC, Oil & Gas, and manufacturing operations, supporting multidisciplinary teams across administration, procurement, HSE, HR, and documentation. Skilled in documentation control, vendor coordination, government certification processing, PRO liaison, procurement support, VAT and sales reporting, and manpower tracking. Strong background in academic administration with experience in student services and institutional record accuracy. Known for maintaining compliance with ADNOC, ISO, and internal quality standards, improving operational efficiency, and delivering timely, accurate administrative support in fast-paced environments.

Career highlights

Spearheaded HSE Poster Initiative: Designed and implemented HSE awareness posters, enhancing safety communication and reinforcing compliance with ISO quality standards within the organization.

Key skills

Skills
ERP systemMS office (word, excel, PowerPoint & outlook)Document control and filling systemsKPI tracking & performance reportingEPC projects coordinationIdentify problems and recommend improvementsData analysis and interpretationProject Management Software (e.g., Asana, Trello)Data Visualization (e.g., Tableau, Power BI)Automation Tools (e.g., Zapier, Power Automate)Change ManagementCommunication and Collaboration Platforms (e.g., Slack, Microsoft Teams)

Professional experience

administrative officerNov 2023 - Nov 2025
RobtStone (ME) LLC | Abu Dhabi,UAE

- Coordinated daily administrative operations including time-in/out logs, leave balance tracking, payroll support, and HR manpower reporting. - Managed procurement coordination, LPO/PR follow-ups, vendor communication, and ensured timely material delivery. - Prepared, reviewed, and submitted government certification documents, ADNOC approvals, and regulatory inspection requirements. - Supported PRO processes including visa applications, Emirates ID processing, medical tests, and documentation accuracy. - Processed billing invoices, managed petty cash transactions, and ensured compliance with accounts protocols. - Designed HSE awareness posters, maintained first-aid documentation, and aligned with ISO quality standards. - Prepared and analyzed monthly sales and VAT reports for senior management. - Maintained systematic filing systems ensuring accessibility and compliance for EPC projects.

  • Designed and developed Health, Safety, and Environment (HSE) awareness posters to promote workplace safety.
  • Oversaw official letter handling and submission for ADNOC project requirements and approvals.
  • Liaised with vendors and suppliers to coordinate procurement and ensure timely delivery of materials.
  • Coordinate with PRO team for visa, emirates ID and medical checkups.
  • Ensuring compliance with the highest quality standards (ISO).
Administration and Registration, InternshipAug 2019 - Sep 2019
Abu Dhabi university | Al Ain, Abu Dhabi

- Streamlined student registration processes, achieving 100% data accuracy and dramatically enhancing the student onboarding experience. - Supported the Registration Manager by expertly administering enrollment procedures, resolving complex student inquiries, and maintaining data integrity across all registration systems. - Collaborated with internal departments to drive workflow improvements, resulting in a measurable 15% increase in operational efficiency within the registration process.

  • Accurately processed student registrations, maintaining a 100% error-free record.
  • Handled student enrollment procedures with complete precision and attention to detail.
  • Supported the Registration Manager with data entry, student records, and communication tasks
  • Built strong relationships across departments to encourage effective communication and team cohesion.

Education

Bachelor's Degree, Business Administration in managementJan 2017 - Jan 2019
Abu Dhabi University

Strategic Management, Organizational Behavior, Finance, and Accounting — equipping me with a comprehensive understanding of key business areas and decision-making processes. Committed to applying this knowledge to drive effective outcomes and support organizational growth.