Integrated Supply Chain Director Secretary

Petroleum Development Oman (PDO)

About the Company
Petroleum Development Oman is the leading exploration and production company in the Sultanate of Oman. The Company delivers the majority of the country's crude oil production and natural gas supply.
Purpose of the Job
Purpose of the Job:
To provide effective secretarial and administrative support to the Integrated Supply Chain Director and where required Integrated Supply Chain Director direct reports
The Contracting and Procurement:
Integrated Supply Chain Director role is to manage the Supply Chain activities inulding facilitating and enabling PDO s 80% of annual spend through third parties, Logistics and In Country Value. ISCD is responsible to ethically deliver the most commercial solutions of all PDO s contracting and procurement (C&P) activities to enable the Company to deliver its business objectives. This responsibility is coupled with the task of developing local talent with high caliber oil and gas C&P skills. ISCD is the commercial window that ensures shareholders money is spent to achieve maximum value and in compliance to the set control measures to achieve high transparency and fairness, both internally and externally.
Education & Experience
Secretarial qualifications.
Diploma in Administration, Office Management, or relevant equivalent qualification with minimum of 3 years of administrative skills OR Bachelors in Administration, Office Management or relevant equivalent qualification with minimum of 3 years of administrative skills.
Good IT skills (including Word, Excel, Powerpoint and SAP retrieval tools).
Cheerful disposition, good interpersonal and communication skills.
Must be fully bilingual in English and Arabic spoken and written with correct usage and grammar
Good knowledge/overview of the oil and gas business is an advantage.
Main Responsibilities
Performs a variety of administrative or executive support tasks that are highly confidential and sensitive.
Compiles, assimilates, and prepares confidential and sensitive documents and briefs the Manager regarding content.
Reads and screens incoming correspondence and reports; makes preliminary assessment of the importance of materials and organizes documents; handles some matters personally and forwards appropriate materials to the Manager.
Respond on behalf of the Manager to straightforward correspondence including queries and enquiries, within established guidelines, and utmost confidentiality.
Receives and screens incoming calls and visitors, determines which are priority matters, and alerts the Manager accordingly.
Ability to use diplomacy and discretion, when giving out information and referring and directing callers and visitors.
Acts as liaison between the Manager, subordinates or others, by transmitting directives, instructions and assignments and following up on the status of assignments.
Undertake Word Processing, PowerPoint and Excel duties, including formatting of confidential letters, memorandums, and reports/highlights, prepared or delegated by the Manager, to an acceptable standard of accuracy and in a timely manner.
Advanced understanding and the ability to use the latest IT retrieval tools (SAP) to effectively produce quality statistics.
Arrange on request, appointments, visits, conferences, and travel arrangements for the Manager, and maintain appointment diary, with sensitive handling of those seeking appointments.
Coordinates arrangements for a variety of meetings, internally and externally, assembling appropriate material, as required, to ensure the smooth running of these meetings. Some meetings may be based in overseas locations.
Prepare and manage business visitors programs and guidelines.
Organize company functions and ensure the smooth running of these functions.
Update dates of meetings in corporate calendar, arrange for venue, seating arrangements, food, and any access passes required.
Send out correspondence and track responses and follow up.
Scans and files both electronically and in hard copy format in-coming and out-going correspondence using established filing structure.
Maintain and update, as required, Manager s filing system, which ensures that documentation is easily accessible.
Maintain an adequate inventory of office supplies. Recommends actions to be taken on office expenditures such as equipment and other supply needs.
Be aware and practice the 12 Life Saving Rules.