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  • Job reference: RMS0160155

Admin Assistant

  • Sector: Commercial
  • Location: Ho Chi Minh City
  • Job type: Contract
  • Date posted: 25/08/2015
This vacancy has now been filled.

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The Role:
Admin Assistant provides administrative support to Subsurface and New Venture teams, including setting up and coordination of internal and external meetings, logistic arrangement of business trips, preparation and issuing of purchase requests and orders, tracking of timely delivery of study reports, invoices and other approval forms, preparation of team weekly updates/reports, coordination of induction program for new comers/visitors/contractors, coordination with office facilities management, and other administrative roles.
Admin Assistant reports to Chief Geologist and provides relevant administrative support to New Venture Director.

3. Main Functions

of time occupied Direct Functions
List of tasks, actions and processes performed by the employee holding this position and within his/her sphere of personal responsibility – not involving continuous participation by colleagues, line manager and / or subordinates
15 Setup and coordinate internal meetings (Subsurface technical team), book meeting rooms, handle discussion records, prepare minutes of meeting, track agreed actions. Setup and coordinate video-conferences with Rosneft Moscow and 3rd parties. Oversee and facilitate all aspects of external meetings (Subsurface technical functions), including planning and logistics arrangements, site selection, vendor negotiation, event registration, post-event reporting, supplies ordering and packing/shipping of event materials.
15 Prepare, issue and follow up PRs/POs/SORs, follow up SWOs (Subsurface team). Communicate this information to Finance team. Keep good track of invoices and other approval forms. Manage Subsurface studies schedule, assuring timely delivery of key intermediate milestones and final results (video-conferences, presentations, reports).
15 Assist business travel arrangements (travel request preparation, flight/hotel booking, and transportation arrangement).
15 Coordinate team’s combined weekly report. Assure that all items are updated in time with clear actions and comments.
10 Assure timely delivery of incoming and outgoing correspondence and materials from/to RN Moscow, Partners and other counterparties.
10 Coordinate induction program provision for new comers, visitors, contractors. Communicate to office visitors in advance to confirm visit timelines; arrange office passes preparation.
10 Responsible for office supplies, stationery provision. Coordinate with office facilities management in case of facility issues.
5 Develop/maintain/update the team’s organization and communication charts. Coordinate update of team movement plan. Maintain updated department contacts’ database.
of time occupied Joint Functions
List of tasks, actions and processes within the area of responsibility of a specific team (department, group etc.), i.e. that are performed through continuous interaction with colleagues, immediate superior and/or subordinates.
5 Support SS technical team in data consolidation and preparation of presentation/graphs/charts when necessary.
4. Quantitative Indicators of Impact
Real quantitative / measurable indicators describing the scale of direct impact at this job level:
• Supporting 10 to 15 people, including Contractors (depending on project phase).
• Set up 5 to 10 internal and external meetings every month.
• Arrange 3 to 6 business trips every month.
• Prepare and issue 5 to 8 SWO/PR/PO every month.
5. Contacts
With which Company subdivisions and external organizations is continuous interaction required to perform the main functions of this position?
• Rosneft Vietnam – Subsurface, New Venture, Operations, HSE, Finance, PCSM teams.
• Rosneft Headquarters – Admin Assistants of different Departments in RN Shelf and International Projects streams.
• PetroVietnam, VPI – Admin Assistants of different Departments in Exploration & Production Divisions.
• External contractor Companies (G&G study service providers).
6. Regulation of Activities
International, state and corporate regulations, standards, terms of reference, instructions and rules that must be followed when performing the work:
Rosneft Vietnam internal regulations on administrative support.

Essential Skills / Qualifications:
Education: Bachelor Degree.
Level and area of education necessary to perform properly in this position
Knowledge / Skills:
Special and / or specific knowledge and skills that may be required to perform successfully in this position
• Ability to plan work in advance, set clear priorities and identify process stages.
• Ability to well manage time, especially in multitask environment. Comply with set deadlines.
• Effective communication skills. Good cooperation with other departments to ensure smooth running within the team and establish best practices. Focus on team performance.
• General awareness of Rosneft Vietnam business and current activities and projects, especially in Subsurface and New Venture areas.
• Ability to identify key issues affecting the work and to develop and implement effective actions to address key issues and achieve the objectives.
• Keen to look for opportunities and to learn and develop oneself.
• Proactive attitude, readiness for continuous improve

Desirable Skills / Qualifications:
• Strictly comply with safety requirements in any situations.
• Act in a sincere and honest manner with colleagues and partners.
Language Skills:
Language and degree of competence Fluent in both English and Vietnamese.
Work Experience:
Experience that is genuinely required to perform at the above functions at the necessary level Work experience with minimum 1 year in a relevant role. Experience in Oil and Gas industry is an advantage.
Computer Skills:
Knowledge of software (standard and/or specialized) necessary to perform the work Good knowledge in MS Office software, in particular MS Word, MS Excel, PowerPoint, MS Project.
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