Administrative Assistant

Activities

• The Assistant provides administrative and organizational support to the Manager and the related team.
• The position requires a self-motivated and proactive individual who can work independently and take ownership of assigned activities.
• Strong organizational and analytical skills are required, with the ability to anticipate needs, manage priorities, and maintain a structured and rigorous approach.
• The position requires the ability to work under pressure, adapt to changing priorities, analyze issues, and communicate effectively with different stakeholders.
• The individual must be capable of preparing clear instructions, procedures, correspondence, and administrative documentation.
• The position requires an active team player who can collaborate effectively with people from different functions, cultures, and working environments.

The Assistant will be responsible for the following activities:

• Ensure compliance with all relevant HSE requirements and contribute to maintaining a safe and healthy working environment.
• Manage and follow up on administrative activities for the team, including preparation of mission orders, expense forms, leave schedules, timesheets, and other administrative documents.
• Prepare, type, format, and distribute meeting notes, routine correspondence, reports, memos, and other documentation.
• Ensure that appropriate files and supporting documents are attached to incoming correspondence requiring replies or follow-up.
• Set up, maintain, and organize paper and electronic filing systems for records, correspondence, and project documentation.
• Maintain accurate and well-organized information and documentation in SharePoint.
• Assist in completing administrative forms and documentation in accordance with company procedures and policies.
• Receive telephone calls and visitors, handle general inquiries, and direct requests to the appropriate persons.
• Maintain stock records, prepare requisition orders, and ensure appropriate follow-up in SAP.
• Actively participate in the preparation, coordination, and follow-up of required events.
• Participate in HSE reporting activities as required.
• Assist in gathering and validating lessons learned from the project team and ensure appropriate feedback and documentation.
• Keep the Project Management team informed of matters related to office spaces and associated administrative requirements.
• Liaise and coordinate with other secretaries and administrative staff to ensure consistency and efficiency in working practices.
• Provide general administrative and organizational support to the Manager and team.
• Carry out any other duties that may be assigned by the Line Manager.

Context and Environment:

• The project operates within a multinational joint venture environment.
• It includes a significant social performance component and is project-financed by high-profile lenders.
• The role requires interaction with multiple internal and external stakeholders in a complex, multicultural project environment.

Accountabilities:

• Perform assigned duties in close collaboration with EPC Contractors and other project team members, in accordance with project rules and requirements.
• Support the achievement of project objectives related to HSE, Quality, Schedule, and Cost.
• Ensure administrative activities, records, correspondence, and documentation are properly maintained and followed up.
• Provide reliable and efficient administrative support to enable the Manager and project team to carry out their activities effectively.
• Maintain confidentiality and professionalism when handling project information and documentation.

Qualifications and Experience:

Education

• Bachelor’s degree in Engineering or equivalent.

Professional Experience

• Minimum 3 years of experience in administrative and secretarial activities.
• Previous experience should include activities such as:
  • Drafting reports and correspondence.
  • Organizing and coordinating meetings.
  • Travel and accommodation arrangements.
  • Administrative documentation and filing.
  • Supporting managers and multidisciplinary teams.

Technical Competencies

• Very good command of English, both written and spoken.
• Advanced experience with Microsoft Office applications, including:
  • Microsoft Word
  • Microsoft Excel
  • Microsoft PowerPoint
  • Microsoft Access
  • Microsoft Project
• Good database management skills.
• Experience with SharePoint for document management and organization.
• Experience with SAP for requisitions, stock records, or administrative follow-up is desirable.
• Strong document preparation, filing, and records-management skills.

Behavioral and Managerial Competencies

• Self-motivated and proactive.
• Strong organizational skills and attention to detail.
• Ability to anticipate needs and priorities.
• Ability to work independently and take ownership of assigned activities.
• Ability to work effectively under pressure.
• Strong analytical and problem-solving skills.
• Good communication and interpersonal skills.
• Ability to work effectively in a multicultural and multidisciplinary environment.
• Team-oriented with the ability to coordinate effectively with different functions.
• Flexible and adaptable to changing project priorities.