Site Staff Admin (CP-A16)

Administrative
Job Placement : Cepu Block 24 May 2012 - 07 June 2012
Level Education : 6
Age : 24 - 30 Year
Salary : -

Job Description

RESPONSIBILITY AND DUTIES:

Safety:

  1. Conduct Safety Induction for visitors
  2. Participate in the office safety program, basic first aid responder
  3. Ensure work is conducted in a safe and efficient manner and that a high level of safety awareness exists in the office environment

Controls:

  1. Performs and records inventory management of office supplies, safety award purchases
  2. Maintains office records/files per Management Protection of Information guidelines
  3. Prepares expense statements
  4. Reviews/check and maintains records of staff contractor time sheets and expense reports
  5. Maintains and monitors group vacation records

Execution:

  1. Perform administration work for manager and site team
  2. Maintain MPI protocol when administering sensitive information
  3. Coordinates the overall administrative activities in providing efficient and effective office support services for the execution team
  4. Support development of management presentations for internal and external audiences
  5. Draft routine memos and reports
  6. Administers all inbound / outbound mail, filing system, phone receptions
  7. Provides secretarial functions relating to invoices, personnel work orders, immigration, expense reporting.
  8. Serve as a liaison with Human Resources (HR) to organize newcomers/visitors work permits/visas
  9. Report payroll to HR (EM employees only) and maintain vacation records
  10. Post Time-writing job numbers, monitor entries, ensure group members enter data, provide assistance as needed
  11. Provide organization, planning, and administration of teambuilding and special work team arrangements, update team members list
  12. Arrange travel, accommodation arrangements for VIPs and visitors
  13. Coordinate with other secretaries regarding reports, appointments, etc.
 Carry out administration tasks, such as:
  1. Assist with meeting arrangements
  2. Make travel bookings, conference arrangements, and events arrangements
  3. Prepare letters, memos, presentations, faxes
  4. Perform clerical and general office duties, word processing, record and files maintenance, mail distribution, and telephone reception
  5. Copying, distribution, and shipping
  6. Prepare and submit expense accounts
  7. Process and maintain files for calling card, wireless, and pager orders
  8. Prepare and submit business card/stationary orders for group members

Systems:

  1. Travel Tracking: Records personnel travel movement/booking via PTS
  2. Vacation and Out of Office Tracking: Records and maintains execution team records.

Requirements

REQUIRED KNOWLEDGE, QUALIFICATIONS, SKILLS, AND EXPERIENCES:

COMPETENCIES

  1. Computing: Strong user of Microsoft PowerPoint, Word and Excel. Microsoft access, Visio, Time-writing, EXTRA, and SHARP timekeeping system and Good computing skills.
  2. Interpersonal: Strong interpersonal skills required. Ability to interface with internal and external parties. Team player capable of working with multi-national staff, 3rd Party Contractors and all levels of EMOI and MCL management.
  3. Office Management: Good organizational skills, filing, document tracking, travel management.
  4. Communication: Excellent English communication skills.
  5. Extensive knowledge of e-mail system.

QUALIFICATIONS

  1. 5-years working for a large company in office administration, hotel or airlines.
  2. SAP experience desirable.

MANDATORY GUIDELINES/DOCUMENTATION

  1.  Familiar with Business Travel Guidelines.
  2.  Familiar with account code / DOAG Guidelines.
  3.  Familiar with P&GMs.
  4.  Familiar with Company MPI Guidelines.

OTHER REQUIREMENTS:

  1. Required to work independently with little supervision. Able to communicate in both English and Bahasa Indonesia.
  2. Must be willing to live and work in a remote site environment.

 


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