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) & 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.
    

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.
   

Required KNOWLEDGE, qualifications, skills, and EXPERIENCES:

1. Female, Max 33 years old.
2. Having experienced at least two years in handling expatriates preferably in Oil and Gas Industry.
3. Secretarial graduation, preferably from Tarakanita.
4. Fluent in English both oral and written.
5. Having experienced in travel arrangement and administration.
6. Able to work under pressure.