RESPONSIBILITY AND DUTIES:
Safety:
- Conduct Safety Induction for visitors.
- Participate in the office safety program; basic first aid responder.
- Ensure work is conducted in a safe and efficient manner and that a high level
of safety awareness exists in the office environment.
Controls:
- Performs and records inventory management of office supplies, safety award
purchases.
- Maintains office records/files per Management Protection of Information
guidelines.
- Prepares expense statements.
- Reviews/check and maintains records of staff contractor time sheets and
expense reports.
- Maintains and monitors group vacation records.
Execution:
- Perform administration work for manager and site team.
- Maintain MPI protocol when administering sensitive information.
- Coordinates the overall administrative activities in providing efficient and
effective office support services for the execution team.
- Support development of management presentations for internal and external
audiences.
- Draft routine memos and reports.
- Administers all inbound / outbound mail, filing system, phone receptions.
- Provides secretarial functions relating to invoices, personnel work orders,
immigration, expense reporting.
- Serve as a liaison with Human Resources (HR) to organize newcomers/visitors
work permits/visas.
- Report payroll to HR (EM employees only) & maintain vacation records.
- Post Time-writing job numbers, monitor entries, ensure group members enter
data, provide assistance as needed.
- Provide organization, planning, and administration of teambuilding and
special work team arrangements; update team members list.
- Arrange travel, accommodation arrangements for VIPs and visitors.
- Coordinate with other secretaries regarding reports, appointments, etc.
Carry out administration tasks, such as:
- Assist with meeting arrangements.
- Make travel bookings, conference arrangements, and events arrangements.
- Prepare letters, memos, presentations, faxes.
- Perform clerical and general office duties, word processing, record and files
maintenance, mail distribution, and telephone reception.
- Copying, distribution, and shipping.
- Prepare and submit expense accounts.
- Process and maintain files for calling card, wireless, and pager orders.
- Prepare and submit business card/stationary orders for group members.
Required
KNOWLEDGE, qualifications, skills, and EXPERIENCES:
- Female,
Max 33 years old.
- Having
experienced at least two years in handling expatriates preferably in Oil
and Gas Industry.
- Secretarial
graduation, preferably from Tarakanita.
- Fluent
in English both oral and written.
- Having
experienced in travel arrangement and administration.
- Able
to work under pressure.