Project Secretary


HRDC’s Client


Engineering Project in Vietnam

Working Location:

Vung Tau/ Other

Report to:

Project Manager/Engineering Manager

Organization structure:

Project Manager/Engineering Manager => Project Secretary

Job Purpose:

Providing secretarial support to Project Management Team, and report directly to the Project Coordinator/Project Engineer/Engineering manager/ Project Manager.

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:

  • 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:

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