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Project Secretary

Client of OilandGas People

Posted on August 10, 2018

1 - 2 years Al Madina Al Munawarah - Saudi Arabia

Bachelor of Business Administration(Management). Any Nationality

Opening 01

Job Description

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Job Description
Wood is currently looking for a Project Secretary to work out of our office in Al-Khobar, Saudi Arabia. This position will be part of the client's Owners Support team and is expected to last for approximately eighteen months.
Our clients are setting up a new Joint Venture business which will take crude oil and produce a wide range of bulk chemical products. The project will be a first of a kind investment with a fully integrated 600,000 bpd refinery and chemicals complex including two parallel ethylene crackers, and with limited co-production of fuels. All the inpidual parts of the project will be world scale, and the integration will deliver world beating production efficiency. The TIC is likely to be of the order of $20-$25 Billion making it one of the largest ever single-phase investments in the petrochemicals industry.
- Implement and adhere to approved quality management system procedures. Maintain all secretarial administrative electronic files in accordance with procedures
- Prepare and coordinate presentations / conference call / meetings and events with internal and external parties
- Manage and ensure timely arrangement of all meetings. Maintain the Conference Room Schedule. Arrange meetings, schedule locations, coordinate time with listed attendees, arrange refreshments and equipment as needed
- Ensure that all electronic correspondence is processed in accordance with procedures
- Manage and maintain all logs and rosters (Leave Plan, PAN Register, Correspondence Log, POB, Vacation Plans) for the project team
- Maintain Outlook project and group calendars by entering meeting details (including location and transport arrangements), team holidays and absences. Inform relevant team members / departments of team absences as necessary
- Distribute incoming / outgoing hard copy correspondence (including attachments), file and scan the same in accordance with our filing structure and procedures. Type documents using project templates, ensuring grammatical accuracy. Record telephone messages and pass them on by email or by leaving a voicemail message
- Coordinate travel arrangements (inclusive of air ticket, hotel accommodation, visa arrangement, claims) for the Managers and Project Team
- Obtain clarification of policies and procedures for Project Staff. Coordinate for training arrangements with Managers and Staff (internal and external). Compose drafts and complete non-technical correspondence from oral and / or written instruction from Project Management and SAPMT
- Purchase small expensed items. Assist Management with preparing reimbursement and other claims
- Process and obtain approvals of Client's Permanent ID and temporary IDs & vehicle stickers. Track Client IDs, renewal and surrendering of IDs after project completion / personnel exit
- Coordinate the Project personnel site visit including their PPEs / transportation. Assist with the preparation of project presentations
- Prepare E-review for project submission. Maintain E-Review comment from client, update and attend e-review meeting
- Responsible for timely distribution of all correspondences and other document to Client office and from Client office. Coordinate with Client Office Secretary for all submissions
- Ensure that the clear desk policy is maintained. Maintain / monitor minimum stationery / toners / photocopier paper for Project use
- Bachelor's Degree preferably in Business Administration
- High level skills in utilizing Microsoft Word, Excel and PowerPoint
- Prior experience in supporting senior management
- Good organization and communication skills
- Good command of the English language
- Good level of confidentiality where required
Type: Short Term Contract / Office Salary: Not stated
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Posted: Mon 06 Aug at 12:00 Expires: Mon 03 Sep at 12:00

Oil & Gas / Petroleum

Installation / Maintenance / Operations / Repair


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