assistant - generic (m/f) - 1 job

Our Client is a prestigious company operating in the Oil & Gas sector.

FUNCTION

Reporting to the Site Director and the Managers, the Assistant - Generic’s main responsibilities include to: acts as the point of contact between site director, executives, employees, clients, external partners and stakeholders; ensure compliance with all relevant HSE requirements across works to promote a healthy and safe work environment; follow up on administrative duties for the team such as preparation of mission orders, expense forms, leave schedules, timesheets etc.; coordinates and manages the site director's complex and demanding agenda; always handle strictly confidential and sensitive information with discretion; negotiate and organize conference facility bookings, catering and accommodation arrangements for visitors; receive and process invoices for payment; prepare agendas, background documents, and accurate meeting minutes; follow up on action points and track completion with relevant stakeholders; independently organize and coordinate high‑level and confidential meetings, management meetings, visits; prioritize daily flow of information to the site director and managers in a timely and accurate manner; independently assesses incoming correspondence and redirects to the appropriate leadership team member; prepare, consolidate, and format high‑level reports, dashboards, and briefing documents for management reviews, governance meetings, internal and external stakeholders; maintains and updates the site organizational chart in coordination with HR and managers; develop and maintain professional presentations (powerpoint) aligned with corporate standards; responsible for organization and maintenance of the filing and database systems; develops and implements improvements for information management in the share point; assist in completing forms in accordance with company procedures and policies as may be required by the entity; receiving calls, visitors, handling their inquiries and directing them to the appropriate persons; handle stock records, requisition orders and follow up accordingly in SAP; actively participate and follow up on the organization of all required events; participate in HSE reporting as required; carry out any other duties that may be assigned to him/her by the line manager; assist to gather and validates "lessons learnt" from all project team and provides feedback; to keep informed the project management team of matters related to the office spaces; to liaise with other assistants for ensuring whole consistency of the organization of their work.

Requirements

• Bachelor’s degree in business-related area or equivalent;
• Minimum of 03 years’ of experience in administrative and secretarial work including but not limited to drafting reports, organizing meetings, travel and accommodation booking;
• Advanced experience in database management including MS access, word, project, excel and power point;
• Very Good command of English knowledge (both written and spoken);
• Good communication, organizational skills;
• Capabilities to take workload & work under pressure;
• Able to work in a multicultural and cross-functional environment;
• Living in the local area of the job will be an advantage.