ADMINISTRATIVE ASSISTANT

JOB PURPOSE & ACCOUNTABILITIES:
To provide efficient and effective secretarial, administrative and personnel logistic support services to Operations Readiness/Commissioning and Start Up team activities in order to ensure smooth execution of Train 7 Project
scope.
MAIN ACCOUNTABILITIES
• Provide logistic support services for all Operations Readiness/ Commissioning and Start Up Personnel and
other personnel interfacing with Operations Readiness/Commissioning and Start Up department to ensure adequacy of required accommodations, transportation, training supports etc.
• Work with Technical Trainers and the A&P Coordinator to prepare short- and long-term timetables and schedules for Technical Trainings for (both in-house and external) of the new full-time employees recruited for the commissioning and Start Up of the Train 7 Project scope to ensure seamless training delivery.
• Support the Trainers in the day-to-day planning and implementation of all the approved Training plans and maintain all the relevant documentation and records for the Training for easy tracking and progress measurement.
• Carry out the administration of the Expert manpower service support contract staff timesheets, call off and salary payment and manage all Operations Readiness/Commissioning and Start Up staff data to avoid delays and to ensure manpower availability.
• Monitor budget performance regularly for effective control and in other to minimize variance between planned and actual expenditure.
• Provide administrative interface with Human Resources department, corporate Head Quarters and other departments to ensure effective communication is maintained with the Operations Readiness/ Commissioning and Start Up personnel.
• Coordinate the use of materials and raise material requisition for the provisions of PPE, consumables and other office stationery for Operations Readiness/Commissioning and Start Up Personnel usage to avoid
stock out of materials.
• Manage the use and maintenance of all Operations Readiness/ Commissioning and Start Up office equipment including photocopiers, shredding machine, laminating machines, printers, digital senders, etc.
to always ensure availability and reliability.
• Follow up on the processing of staff claims and keep proper records to avoid loss of information and to ensure prompt payment of claims.
• Maintain and update the duty roster and holiday schedule for the OR/CSU Team.

• A Higher National Diploma or University degree in Business Administration, Secretarial Administration, Sciences or Humanity
• Minimum of 5 to 7 years working experience in a similar position in a reputable organization.
• Coordinate mail administration and ensure receipt and distribution of mail to the team.
• Events planning and Co-ordination for Operations Readiness/ Commissioning and Start Up department such as Staff of the month, Dinner with OR/CSU visitors on business etc.
• Manage the allocation and the usage of all Operations Readiness/ Commissioning and Start Up meeting rooms and facilities in the most effective and optimal manner.
• Reports directly to the ORCSU Manager
• Supports the Leads and team members
• Interpersonal and Relationship/People management skills
• Supports the leads and team members.
• Communicate effectively in English language
• Knowledgeable in Personal Effectiveness
• Has problem solving skill
• Office administration skills
• Has meetings management skill
• Knowledgeable in transport services
• Ability to manage records effectively
• HSE awareness capability