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  • Job reference: RMS0219763

Secretary

  • Sector: Oil & Gas
  • Location: London
  • Job type: Contract
  • Date posted: 26/11/2019
  • Duration: 3 months
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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 related to India, Ireland, and Denmark
* Screening of telephone calls; taking and passing on messages
* Department Stationery Requirements
* Business Travel and Accommodation

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, holiday planner and records.
* To carry out reconciliation of holiday cards at year end.
* To co-ordinate and organise department meetings.
* Specifically for India and Ireland:
- To help reconciling TB to actuals that have posted as required.
- To help posting items & adjustments where necessary.
* To ensure adherence to the Company's Health, Safety & Environment policies, procedures and standards
* To fully comply with the company's Code of Ethics and Law 231 principles
* Provide ad hoc support as and when necessary

Main Interfaces (relationships):

INTERNAL (company, no reporting line):
* Daily interactions with Managers and staff throughout the organisation
* Ongoing interaction with the company's UK 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
* 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 with good working knowledge of PC software including Word and Power Point.

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

About Fircroft:
Fircroft has been placing people in specialist technical industries for approaching half a century, 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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