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  • Job reference: RMS0102355

Administrative Assistant

  • Sector: Engineering
  • Location: Uxbridge
  • Job type: Contract
  • Date posted: 16/11/2011
  • Time left:
    d h m s
    (16/12/11)
This vacancy has now expired.
The Company:
My Client is an important Oil & Gas company.

The Role:
Provides administrative as well as business support to the Commercial and Business Development teams.
Duties include general administration, IT expert user, business support and some basic numerical analysis.

A key deliverable each year is the successful arrangement of the Industry Day to enable Client's Commercial, Business Development and Legal representatives entertain their key contacts.

Safety -. Conducts all activities in a safe and effective manner and raises safety and environmental issues immediately and in line with corporate policy

Leadership - Undertakes the role in line with corporate policy and demonstrates behaviours in line Nexen’s values at all times. Readily accepts accountability

Financial – Carries out duties in a way that maximises value and minimises waste

Technical/Functional –Administrative Support – Responsible for team travel arrangements; diaries, meeting arrangements (Outlook); holiday schedule; organising and filing electronic (Livelink, Project Place)and hard copy documents; updating Commercial Group’s intranet site; typing, preparing, and dispatching of relevant minutes, correspondence and agreements; preparing expense statements (Excel) and timesheets (SAP); creating Service Entries, Purchase requisitions, and New Vendor Set Ups (SAP) for invoice approval; preparing presentations (MS Powerpoint); managing new staff onboarding; arranging staff Away Day and Industry Day; booking training and conferences for team members; uploading documents for sharing with outside Parties (Project Place) and updating Deal website; providing backup support to other Administration assistants as required.

Commercial Business Support – Assist Commercial Advisors and schedulers with their duties, maintain pricing data bases ; oil, gas, CO2; etc; assist in complying Nexen UK company insurance data; verifying and arranging payments for invoices (SAP); IT expert user advise and other adhoc work as required, Business Development Support – Administrative support as per above.
In addition, maintain external networks inventory. Assist Legal support with CAs / NDAs tracking and filing. Alert and book BD team as to external events eg. EPNG, Oil and Gas UK, Statoil BD Forum, etc. Maintain and ensure broker payments via SAP. Assist team members with monthly expenses reporting and filing.
Relations – Represent Commercial and Business Development groups within Nexen for administration, IT, travel, building services; Performs other duties, completes additional tasks and supports ad hoc projects as required

Collaboration - Collaborates with others in the team and looks for opportunities to leverage their network and work with others to develop safe, practical and effective solutions

Continuous Improvement & Innovation - Continuously develops ways of working by seeking feedback from colleagues and key stakeholders. Complies with Nexen project management disciplines, effectively utilises knowledge databases and actively participates in project reviews

Capability Development - Looks for opportunities to develop technical and personal skills both by formal learning interventions and work experience. Coaches team colleagues where appropriate and demonstrates a personal commitment to lifelong learning

People Processes – Engages with people processes in a positive and timely manner. Demonstrates a commitment to the spirit of such processes.

Essential Skills / Qualifications:
College diploma or preferably an undergraduate degree in Business Administration or equivalent

•Excellent PC skills – Word, Excel, Powerpoint, Outlook, Livelink, SAP

•Excellent written and verbal communication

•Must have well developed administrative skills with the ability to be very flexible as wells being able to multi-task and re-prioritise as necessary

•Highly effective relationship builder, with well-developed listening skills and collaborative instincts and excellent skills in communicating, negotiating, networking and influencing both in and external to Nexen

•Displays honesty, integrity and a strong sense of ethics in all decision and actions, role-models the “values”, and displays a strong personal commitment to upholding the highest standards of HSE

Desirable Skills / Qualifications:
•Strong team player, experience in working in teams across multiple disciplines, and the ability to understand, interact with diverse groups

•Good interpersonal skills and ability to work under pressure and deliver timely results, coupled with individual drive and self starting initiative and the ability to work in a fast paced environment without compromising integrity

•Personal commitment to organisational excellence

•Flexibility and learning capacity

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