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  • Job reference: RMS0225366

Secretary

  • Sector: Oil & Gas
  • Location: London
  • Job type: Contract
  • Date posted: 03/06/2020
  • Duration: 12 month
  • Time left:
    d h m s
    (15/07/20)
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Job Title: Secretary (12 month contract)
Location: London
Start Date: 1st July 2020

Hours: 21.75 hours per week (3 x 7.25)
Salary/Rate: PAYE £19p/hour


Purpose:

To provide technical, secretarial and administrative support to the ICT Manager and the Finance & Control Director, managers and staff members. Key responsibilities cover the following areas:
* General Secretarial and Administrative support
* SAP Processing/Reporting/Troubleshooting
* Contract Administration
* Electronic filing and records management
* General HSE support duties in the office environment
* Support the Finance & Control Manager in managing some of the accounting activities
* Telephone
* Stationery Requirements
* Travel and Accommodation
* Electronic filing and Records Management


Main Accountabilities and Responsibilities:
* To manage processing of requisitions, call-offs & invoices/service entries within SAP
* To maintain up to date records of incurred and committed expenses for all contracts
* To liaise with suppliers, Finance and Procurement to resolve all contractual and invoice issues relating to SAP processing
* To provide routine secretarial and administrative support to department staff
* Assist the Managers with the coordination of activities with teams and management in Milan, as and when required
* To screen the external telephone calls to ICT to filter out cold callers
* To provide internal and external mail co-ordination and distribution
* To organise and administer travel and accommodation arrangements for Department staff
* To maintain electronic filing and archiving systems, updating as required to meet department needs
* To maintain department's attendance and holiday planner and records.
* To carry out reconciliation of holiday cards at year end.
* To co-ordinate and organise department meetings.
* To ensure adherence to the Company's Health, Safety & Environment policies, procedures and standards
* To fully comply with company Code of Ethics and Law 231 principles
* Ad hoc support


Main Interfaces (relationships):

INTERNAL (company, no reporting line):
* Daily interactions with Managers and staff throughout the organisation
* Ongoing interaction with Procurement and Finance functions in relation to Contract Administration responsibilities
* Interaction with the Head Quarter on managing the Job Orders
* Regular collaboration on administrative matters

EXTERNAL (external):
* Regular liaison with Suppliers
* Regular interaction with the travel agencies (external agency and internal)
* Department visitors

Education & Professional Qualifications:
* Business Administration qualification desirable.

Required Experience and Technical Competencies (relevant experience and technical skills):
* Significant experience in a broad-based secretarial role.
* Previous SAP experience.
* Ability to meet deadlines and prioritise conflicting tasks.
* High level of accuracy and organisation.
* Very high proficiency in the use of Excel software.
* Good working knowledge of PC software including Word and Power Point.

Behavioural Competencies:
o Sharing of Knowledge & Know-how
o Courage to change
o Teamwork
o Passion
o Setting an example
* Good interpersonal and organisational skills.
* Positive "can-do" approach to tasks and challenges

The Company:
Our Client is a major integrated energy company employing over 78,000 people across 90 countries. They are committed to growth in the activities of finding, producing, transporting, transforming and marketing oil and gas.

About Fircroft:
Fircroft has been placing people in specialist technical industries for over 50 years, focusing on mid to senior level engineers for contract and permanent roles worldwide. By applying for this job you give consent for Fircroft to contact you, via email & telephone, to discuss your application along with future positions and Fircroft's services.

Fircroft is registered as a Data Controller with the Information Commissioner as required under the General Data Protection Regulation 2016/679. Fircroft will only process your personal data for the specific purposes of managing your application.

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