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  • Job reference: RMS0137252

Team Assistant

  • Sector: Oil & Gas
  • Location: Azerbaijan
  • Job type: Contract
  • Date posted: 29/01/2014
  • Time left:
    d h m s
This vacancy has now expired.
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The Role:
Key accountabilities
CORRESPONDENCE MANAGEMENT. This includes technical process of incoming and outgoing letters to/from HSE department; handling the registry, filing (both electronic and recent hard copy), electronic distribution of the letters to relevant employees. Also formatting the letters, based on standard and getting the approval (signature) for them.
MAXIMO SYSTEM. For purchasing items and ordering services for team or other company needs it is required to prepare DR (desktop requisition) in MAXIMO system. In some specific cases, DR submission may need follow up with Supply Chain Management department, i.e. once DR is approved it may need a special contract preparation with involvement of SCM specialist.
PROCESSING Invoices/e-expenses. Process invoices received from various vendors for delivered materials or the service provided. Team admin’s duty is to submit the invoice to relevant team member for verification and after this submit it to line manager for financial approval.
• Transportation arrangements: In case of business needs contacting the fleet dispatcher and ordering transport for team members for visits to or from the sites or other locations;
• Facilitation of travel e.g. tickets, hotel booking,
• Time writing for personnel on a monthly basis
• Collect and combine H&S data e.g. trend analysis, risk registers
• Maintain H&S stock, PPE, safety gifts and health database
• File translation: Some documents need translation into English, Azeri or Russian. This is applicable for correspondence items, inter company documents and others. In this case translation request form is filled and sent to translation department with the document. Once the document received it is forwarded to person who requested the translation. Due to company policy, some documents may be requested to be translated by Assistant as well;
• Stationary request: Ordering stationary for team members’ needs;
• Meeting arrangements: Arrangement of all intercompany and external meetings as well. For this the meeting room is booked. After the meeting request is sent to related people. Some meetings, mostly with participation of external bodies, may require translation services, which are also arranged through translation department. Taking minutes of the meeting
• Requesting IT items – laptops, phones and etc.: Sending IT requests to DCT Dept. for laptops, mobile or desktop phones and some other IT related items for team members;
• Arrangement of meeting events: This includes renting required venue for a big event, organized by the team, such as workshops, big external meetings and etc. Also, organizing other preparations required for this meeting, such as simultaneous translation, meals, drinks, screens and etc. Also preparation of DR (contract) for such events.
• Computer literacy - (Microsoft Office)
• Good translation skills (Azeri; English; Russian)
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