Administrative Assistant

Main PurposeHelp and assist management, to lead and facilitate their calendar for an efficient use of time, coordinating trips and meetings in an efficient and manner, being the one person, the executive can rely on, ask information and use organization and planning skills. Lead office building, stationery and consumables for better and efficiency working environment. Secure issuing of purchase order and invoice processing for all terminal acquisitions within approved budged. Serve as a liaison between the terminal and different collaborators such as government institutions and banks. Key ResponsibilitiesKnowledge Skills and Abilities, Key Responsibilities:

Preparation of extensive and global travel and hotel arrangements. Looking after last-minute changes in a very fast paced environment (book flights, hotels, taxis, airport pickups…) Being able to align with staff members and clients globally. Preparation and communication of itineraries, arranging visas and other travels documents (passport renewal if applicable, etc. Coordinating and maintaining the calendar, scheduling accurate appointments and meetings, keeping detailed track of all trips. Booking restaurants, lunches and eventsLooking after emails, faxes and post mail, dispatch documentation to the persons. Monitor and screen phone calls, enquiries and requests from the and members.

Remain the link between the and staff members, clients, suppliers. Handle matters independently and proactively. Complete and research for the executive and works. Coordinate with clients and suppliers and assign tasks to others. Generate purchase requisition and orders for all terminals requirements as per approved opex and capex. Maintain update of vendors or supplier’s payment statements and avoid delay or deviations in the process. Secure invoice approval and submission for payment within dates. Issue report of all payments and pending. Benchmark all the requests with Opex to avoid expenses and overspend.

Verify company expenses, reporting discrepancies, mistakes or fraud to management. Following laws and regulations alongside in-house policies. Handle the accounts receivable, accounts payable and general accounting functions. Preparation of the annual financial statements, notes, supporting schedules, transmittal letter and statistical information. Secure acquisition of all need/equipment’s or other via procurement process and report deviations immediately. Collaborate closely with banks and perform safely upon vital approval all payment/transactions required including foreign payments to suppliers in accordance with applicable country and internal legislations, requirements and polices/guidelinesCoordinate with customers like Tax Authorities, Government Institution, Municipalities, Traders, OOC, etc.

to secure compliance with relevant legislation and interpersonal requirements. Keep control of such legal books and records of accounts as: General Ledger, Sales Records, Inventory, Annual Affixing of the required tax stamps to books. Secure acquisition of all need/equipment’s or other via procurement process. Any deviations must be reported immediately. Knowledge, Skills and Abilities: Skills to prioritize, schedule work, meet multiple objectives, communicate orally and writing, in calm and traumatic situations. Good interpersonalAccounting knowledgeExtensive knowledge of petroleum terminal operations. Skills to work as a team and take direction accurately. Credible and discreet when looking after confidential information.

Strong interpersonal and time management skills. CompetenciesSecretary skillsCapability to prioritize and schedule work; meet goals, communicate oral and writing efficiently, remaining calm in stressful situations. Consistent record to work on several projects in a high-pressure environment. Handle relationship between Role-players and diverse customersBe able to cope with various workload in a production driven environmentProcurement skillsHealth Safety, Environment And Quality (HSEQ)Assurance that company HSEC procedures are correctly applied and that all agreed safety standards and applicable. Participate in periodic safety drills and maintain active your role in the terminal emergency management plan.

Give positively and actively to achieve zero incidents and accidents during terminal operations. Responsible for own safety and to prevent accidents. Report unsafe conditions and practices. Participate in all operations meeting organized by the terminal. Responsible to inspect workplaces to look for potential hazards. Report all injuries in the workplace to the Supervisor. Responsible for site inspection and seek for near miss or potential hazards reporting to avoid occurrence of accidents/incidents and improve the safety agenda. Guarantee completion of minimum of 95% of monthly safety program as per IMAS requirements.

Ensure compliance with all terminal procedures and requirements and implement to standard processes for HSSE consistently. Experience (years And Nature)Honor degree in Accounting or Finance with 2-5 years of experience in a similar role in an industrial business, including up to 2 years of supervisory experience. Knowledge in Navision; TMS, Office; Excel; Database Management. School BackgroundHonor degree or equivalent experience in account or finance. Secretarial training is an advantage. Key RelationshipsKey Relationships and Department Overview:

InternalTerminal Managers,Assistant Terminal Manager,HSE CoordinatorHR Business PartnerShift SupervisorsOperators,Maintenance TechniciansExternalImpala Infrastructures,Puma Energy,Trafigura,Customs,MRA, Contractors,Suppliers, Contractors,Internal /External AuditorsGovernment Institutions