Administrative Assistant A (M/F)

Administração e Secretariado
Maputo
8 horas atrás
Urgente
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Descrição da Vaga

Heading is looking for his client in oil and gas industry, a Administrative Assistant A  (M/F) for Maputo

Administrative Assistant A

Activities

  • Acts as the point of contact between Site Director, executives, employees, clients, external partners and stakeholders;
  • Ensure compliance with all relevant HSE requirements across works to promote a healthy and safe work environment;
  • Follow up on administrative duties for the team such as preparation of mission orders, expense forms, leave schedules, timesheets etc;
  • Always handle strictly confidential and sensitive information with discretion;
  • Negotiate and organize conference facility bookings, catering and accommodation arrangements for visitors;
  • Receive and process invoices for payment;
  • Prepare agendas, background documents, and accurate meeting minutes;
  • Follow up on action points and track completion with relevant stakeholders;
  • Independently Organize and coordinate high‑level and confidential meetings, management meetings, visits;
  • Prioritize daily flow of information to the Site Director and Managers in a timely and accurate manner;
  • Independently assesses incoming correspondence and redirects to the appropriate Leadership Team member;
  • Prepare, consolidate, and format high‑level reports, dashboards, and briefing documents for Management reviews, governance meetings, Internal and external stakeholders;
  • Maintains and updates the site organizational chart in coordination with HR and managers;
  • Develop and maintain professional presentations (PowerPoint) aligned with corporate standards;
  • Responsible for Organization and maintenance of the filing and database systems. Develops and implements improvements for information management in the share point;
  • Assist in completing forms in accordance with company procedures and policies as may be required by the entity;
  • Receiving calls, visitors, handling their inquiries and directing them to the appropriate persons;-Handle stock records, requisition orders and follow up accordingly in SAP;
  • Actively participate and follow up on the organization of all required Events;
  • Participate in HSE reporting as required;
  • Carry out any other duties that may be assigned to him/her by the line manager;
  • Assist to gather and validates ‘lessons learnt’ from all project team and provides feedback;
  • To keep informed the Project Management team of matters related to the office spaces;
  • To liaise with other Assistants for ensuring whole consistency of the organization of their work.

Qualifications/Experience required

  • Education: Bachelor’s degree in business-related or equivalent;
  • Minimum 3 years’ experience in administrative and secretarial work including but not limited to drafting reports, organizing meetings, travel and accommodation booking;
  • Technical competencies: Very Good command of English knowledge and advanced experience in database management; including MS access, word, project, excel and power point.

HOW TO APPLY

To apply, access the following link: 5808 – Administrative Assistant A (M/F) Maputo

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