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  • Job reference: RMS0228268

C&P Department Assistant

  • Sector: Oil & Gas
  • Location: Qatar
  • Job type: Permanent
  • Date posted: 26/10/2020
  • Duration: 36 months
  • Time left:
    d h m s
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The Role:

Monitor CPC & CPAC administration activities.

Monitor External commitments documentation safe storage, correct archiving and manage related confidentiality issues

Assist Head of C&P in relationships with Company shareholders and monitor C&P requests for shareholders services

Ensure and assist the Head of C&P in current administrative tasks related to C&P entity and personnel

Assist C&P entity in the issuance of purchase request in SAP as required for C&P activities.

The Job holder participates to the functioning of the C&P department by performing the following activities:

Coordinate and assist the Head of C&P in the organisation and in the administrative tasks related to Contract and Procurement Committee (CPC) and Contracts and Procurement Advisory Committee (CPAC)

Prepare the CPC and CPAC agenda

Review and correct as required all CPC and CPAC presentations sequence number and log them in the-follow up register.

Scan and distribution of the CPC presentation when signed off.

Scan and send to CPAC chairman the CPAC MOM signed off

Follow up of the CPAC resolution approval process by the board (MoM to be sent to Legal)

Verify that all CPAC requirements and logged

Ensure good monitoring of requests for services to Company shareholders and assists the Head of C&P in the relationships with these shareholders and potential other authorities

Regarding domain and nature of activities performed by C&P, the executive secretary shall ensure a complete confidentiality of information and security of critical documentation by putting in place and monitoring a safe storage and archiving of all Contracts/Orders and related documentation

Organise and actively contribute, to the organization of meetings/team events

Take notes during key management meetings in order to produce Minutes of Meeting in a timely manner.

First point of contact for visitors, controls movement of incoming and outgoing visitors

Manage occupancy of meeting rooms and coordinate the required arrangements for meetings (orders food and drinks etc.)

Screen telephone calls, take messages and redirect as necessary

Record in an appropriate filing system and dispatches incoming and outgoing mail/reports through appropriate channels

Carry out basic administration and paper work process (photocopy/scan dispatch and filing documentation)

Organise a yearly archiving for the Division

Manage the POB of the C&P team, maintains the team planning and ensure its accessibility for the C&P team

Manage of sending correspondences to external third parties or internal correspondents

Prepare Memos, letters, presentations on demand of the Head of C&P

Prepare mission orders, requests tickets, books hotels and prepares/checks expense reports/visit program/gate passes etc. for visitors

Coordinate with relevant departments for visa requests, drivers logistics etc. and communicates on the booking status

Prepare Mission Orders for C&P personnel and coordinate with HR/GS for the flight tickets, hotel booking requests and car rentals

Check stationary stocks. Liaises with appropriate department to make orders when necessary

Liaise with relevant departments to maintain machines like copiers, lights, ac's and storing consumables for the machines

Prepare business cards, stamps and other related work order requests

Coordinate with General Services the requests for the on boarding of new comers (IT requests, access cards,)

Essential Skills / Qualifications:

BSc or degree in a Commercial field or equivalent. Having a master's degree is an added value.

Minimum 5 years' experience within the oil & gas industry.

Proficiency in Microsoft Office Applications such as Powepoint, Excel, Word and others.

Logistics Management

Previous Oil & Gas experience

Other Skills:

Excellent communication skills

Able to work under pressure and meet deadlines

Customer service skills, highly organized, flexible and used to a multi-cultural environment.

Independent but team player and pro-active self-starter.

Willing to participate or undergo trainings on emergency response situations.

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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