Administration Assistant

Administration Assistant (Part-Time - Tues-Thursday 8 hours per day)

Service Dimension:

The job holder is responsible for the general administration, secretarial and related logistics matters for the Teams.

The job holder will have to liaise actively with the other Project Assistants, mainly with regards to logistics matters, but also to ensure consistency of general administration and secretarial methods and practices.

The job holder is also accountable individually for demonstrating exemplary behavior with regard to HSE rules and requirements.

MAIN ACTIVITIES:

Assistance Activities:

To adopt and demonstrate an exemplary behavior with regard to HSE and to respect all HSE Requirements of the Project, as well as of CTR offices'.

Report to SPS (Subsea Production System) Manager any area of concern.

To be the point of contact for SPS Project team and ensure all assistance and secretarial activities for the SPS Package Manager and team.

To organize Welcoming & Onboarding in Project SPS Team in Leeds, logistic in CTR Offices in coordination with the PMT Assistant (CTR badges creation requests, assignment of offices, Parking)

To welcome and guide visitors and organize access to CTR Offices

To organize Missions & Travels for the SPS team: organize missions, obtain visas, perform booking as necessary, organize logistics with for missions. Treat in a timely manner expenses in Treck+ for TTE staff and by Project Internal Forms.

To maintain SPS Directory, schedule of absence / presence / missions and any other SPS directory as necessary.

Control & pre-validation administration for SPS External Personnel: Time Sheets, Mission Orders, Expense Notes.

To organize and follow up SPS Package Manager's agenda as requested.

To type / register / manage paperwork for SPS team as requested.

To coordinate with SPS Contractor's Assistants in CTR Main Office in Leeds to manage necessary offices supplies and to keep the SPS Management team informed of matters related to the office building.

To organize or give assistance for the organization of meetings and associated logistics in coordination with the PMT Assistant (internal meetings / meetings with Contractors / meeting with Project Management and special events).

To receive and dispatch Project information, new Procedure in close cooperation with the PMT Assistant.

SPECIFIC REQUIREMENTS:

Candidate Profile (Mandatory Field):

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