Administrative Assistant

Duties

• 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.

Requisites

• 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.

Benefits

• The possibility of working in a Company that offers salary conditions compatible with the level of experience and level of responsibility of the role, as well as opportunities for personal development

Notes

• Only shortlisted applicants will be contacted