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  • Job reference: RMS0144768

Contracts Team Assistant

  • Sector: Oil & Gas
  • Location: Baku
  • Job type: Contract
  • Date posted: 11/07/2014
  • Time left:
    d h m s
    (25/07/14)
This vacancy has now expired.
The Role:
“Only candidates who already have the rights to work in Azerbaijan will be considered for this role”
• Manage incoming and outgoing correspondence as focal point ensuring it is distributed, actioned and responded to in accordance with agreed accountabilities through the ‘Procon’ system. Collate correspondence register and expedite action list associated with project communication.
• Attend bid openings ensuring that the bidding process and confidentiality requirements are adhered to by the Contractor
• Plan, organise and prioritise workload on a daily basis in order to meet deadlines and plan ahead for upcoming or cyclical deadlines.
• Organise meetings, events on behalf of team. Logistical responsibility for meetings (venue/room, issuing agendas, inviting attendees and monitoring responses). Set up conference calls, attend meetings if required.
• Creation/maintenance of action lists/letters/spreadsheets/PowerPoint slides.
• Updating phone lists/seating charts/holiday charts for team.
• For visitors arrange: parking/passes/meet/desks.
• Provide cover/ assistance to team assistants when required.
• Assist with any ad-hoc requirements for Marine & Subsea or Offshore PSCM Contracts and Procurement Teams, travel, expenses, meeting requests, conference calls, and update presentations using Microsoft Office.
• Provide administrative support to contract administration to include maintaining contract files and copy and scanning of appropriate contract correspondence.
• Assist Cost function, PSCM and Project Management to ensure PAAFs are processed, monitored and controlled for SD2 Project.
• Maintain meeting schedule for project team. Organise and administer key meetings such as fortnightly progress meeting, QPR’s etc.
• Admin support for Risk Management, Action Tracking and Lessons Learnt tools
• Provide Assurance Admin support for Document Management Systems ( Documentum, iHub)
• When required, provide holiday cover for other team assistants.
• General Adhoc tasks as requested – document formatting, printing, postal errands, collecting visitors from reception, etc.


ACADEMIC/ EXPERIENCE REQUIREMENTS

• Excellent communication skills both written and oral
• Computer literate
• Event Organisation
• Project Administration
• Good inter-personal skills
• Ability to work on own initiative and be well organised
• Administration experience
• Experience and knowledge of client's systems (Procon, Ariba, ihub, docusign, maximo)
• Knowledge of Microsoft Excel, Word, Powerpoint and Project Systems
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