Project Secretary

General Description:
Directly reporting to Project Management Team with the major responsibilities as followings:

• Responsible for all related communications (i.e. manage outgoing and incoming correspondence, distribute precisely to respective staff and store date on computer).
• Maintain up-to-date records on staff leaves.
• Monitor staff timesheet and send them to HR group on time.
• Assist in processing of invoice checking sheets/expense claims/advances if required.
• Arrange for all meetings for the Project Management Team. Arrange logistics for all workshops/meetings. Prepare & record meeting attendance list if applicable. Prepare Minutes off Meeting (MOM) & record in Project document control system if required.
• Screen telephone calls, enquiries, and documents for approval for Project managers then distribute if applicable.
• Provide interpretation and translation of documents as requested upon.
• Prepare drafts of Project Manager/Engineering Manager’s letters, Faxes, e-mails, memos.
• Support other staff in filling documents.
• Implementing other assignments as required by Project Coordinator/Project Engineer and/or Project Manager/Engineering Manager.

Qualifications and Work Experience required:
Qualification

• The jobholder should hold a Bachelor’s Degree in administration or sociology.

Experience & Requirements
The job holder should have the following:

• A minimum of 05 years of experience.
• Minimum three (3) years of working experience in the position of project assistant, secretary, admin, desirable experience for offshore development projects.
• Have knowledge of the typical project assistant daily activities and have minimum knowledge in Oil and Gas industry (Technical and Commercial Procedure).
• Strong computer skills (Word, Excel, desirable familiar with Microsoft Project)
• A good command of English both verbal and written.
• Have ability to organize own work and meet strict deadlines.
• Ability to work in team environment.

Challenges (If any):

• Multi-functional, and able to cope with diverse job demands.
• Coordinating work in multiple locations with different organization and multiple interfaces.
• Under pressure and workload.

Assignment Duration: