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  • Job reference: RMS0145716

Team Administrator to Head of Control and Financial Operations

  • Sector: Commercial
  • Location: Baku
  • Job type: Permanent
  • Date posted: 05/08/2014
  • Time left:
    d h m s
This vacancy has now expired.
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The Role:
“Only candidates who already have the rights to work in Azerbaijan will be considered for this role”.

The job holder will provide administrative support to Head Of control and financial Operations and the ARCLeadership team. We are looking for candidates who enjoy working as part of high performing teams with strong organisational and networking skills and the ability to remain focused under pressure. The role is for a highly motivated and proactive candidate who is willing to get deeply involved with the teams. Attention to detail and strong diary management skills are of the utmost importance to manage diaries in a totally proactive way and developing a good understanding of the business will be important to be able to prioritise effectively. The candidate should also be able to deal professionally with other team assistants, promoting a supportive team spirit. The role is fixed term contract for 1 year (with possible extension)

• Plan, organize and prioritize workload on a daily basis to meet deadlines and plan ahead to meet upcoming / cyclical deadlines. • Organize meetings - venue/room logistics, issuing agenda, inviting attendees, monitoring attendees’ responses. Instigate audio conference calls / VCs in advance and ensure equipment in good working order prior to upcoming meeting. Providing help in preparation for presentations. • Manage and optimize Microsoft Based Schedule on behalf of Head of control and financial operations, accessing and printing any relevant materials prior to any upcoming appointments, meetings, conferences, townhalls or external visits well in advance of the event. Resolve routine issues on Head of control and financial operations behalf. • First point of contact for both internal and external visitors wishing to contact the Head of control and financial operations; Answer Manager’s telephone and ensure queries is dealt with effectively. Meet and escort visitors to the department as directed, projecting a good company image and making visitors feel welcome. • Provide Super user support to the team in Vacation Manager and OMS Navigator systems. • Support Head of Control and Financial operations Leadership Team as required,: update distribution lists, help with meeting arrangements, check and sort out incoming emails. • Book and complete all Head of Control and Financial operations Team travel arrangements including flights, hotels, hire car, taxis, hotels, currency, visas etc. Prepare expense report submittals for Head Of Control and Financial Operations. • Responsible for registering low value commitments for Service Work Orders in the Maximo procurement system. Liaising with 3rd parties to clarify issues with accounting department about invoices status and etc. • Open and action and/or delegate incoming post (including arranging for translation, formatting and proof-reading). Filing, collate and distribute documentation. • Create and maintain contact lists; Global Address Lists, Intranet Phone Book. • Monitor supplies (e.g. stationery) to ensure adequate supplies are available for team. Ensure that the office equipment are in good working order • Prepare routine letters, reports, faxes, memos and emails composed by others to standard formats to support the work of the team. Support Internal Control team in DoFA (Delegation of Financial Authority ) system administration/ updates, provide the supervision of DoFA applications Accountable for AMEX applications/ administration for all of AGT region. Maintaining AMEX database. Provide Ad hoc support to the Accounts Payable team • Building Fire Warde

Essential Skills / Qualifications:
University Degree
Minimum 2 years experience and proficiency in the above role is essential. • Self-motivated and able to work independently with minimal supervision, setting own well-organised work plans and priorities. • Team player with a demonstrated track record of delivery in a team role • Proficiency with computers, ability to use Microsoft Outlook, Word and preferable advanced PowerPoint, Microsoft Project and Excel experience is required
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