Missions
Organisation
- Ensuring the flow of information.
- Mail management:
- Receiving, sorting, and distributing mail, processing emails, if necessary, electronic, and physical filing plan,
- Editing documents, link with the reprography and distribution department (headquarters, subsidiaries …).
- Preparing, and editing notes, Minutes od Meeting, letters, and documents, collecting and formatting dashboards, graphs, statistics, writing notes and/or correspondence from oral or handwritten instructions, and presentations.
- Managing diaries, organising appointments, meetings, and travel (mission orders, visa requests and expense claims, booking hotels, transport, restaurants, meeting rooms …) for the team members
- Managing the arrival / departure of employees, trainees, apprentices, service providers (office, removals, authorisations, etc…)
- Back up for purchase requests in the SAP system (training will be provided on SAP)
- Management of the Project offices
Communication
- Receiving, screening, and transmitting telephone calls
- Registration for training courses, conferences, and seminars.
- Circulation of internal documents (journals, legal documentation, etc.)
- Welcoming visitors and new arrivals
- Updating the Directorate's communication media: intranet site, organisation charts, presentations …
- Coordinating with the different sites on logistics, HR and project assistance topics (France and Oman)
- Ensuring continuity of service
Qualifications & Experience Required
- Professional Experience: +10 in similar Project Assistant positions in the Energy Sector
- Education Level / Diploma: BTS / Bachelor Degree / Master
- Excellent command of French and English (written and spoken). Arabic will be a plus but is not compulsory.
- Good command of MS Office Package (Word, Excel, and Power Point) and the ability to work with numbers (spreadsheets, calculation of percentage, tracking amounts, …)
Soft skills required
- Time Management and multitasking
- Confidentiality
- Problem solving and pragmatic
- Attention to detail and rigorous
- Customer service abilities and excellent Communication skills
- Flexibility and adaptability
- Organisational skills