Admin Support

Main Purpose: Provide high level, timely and effective administrative support for the terminal office, business units department, or other organization group having a good understanding of technical and business vocabulary and a detailed knowledge of the organization’s operations, procedures, methods, practices and people. May handle department specific administrative activities. Knowledge Skills and Abilities, Key Responsibilities: Key Responsibilities: 1Answer telephones, screen calls and take messages from external or internal sources so that callers/visitors are dealt with promptly, courteously, and accurately; respond to more complex or escalated enquiries from other administrative/managerial staff.

2Perform other administrative tasks using independent judgment and discretion. Plan, organize, and schedule own workload so that these activities are completed accurately and on time. These activities may include preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; taking messages; drafting letters and official information releases; taking and distributing minutes; filing, and organizing. 3Accurately transcribe, type, format, and proof read a wide variety of material (for example, correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and spreadsheet software.

May use desk top publishing software to design more complex documents. 4Coordinate internal and external meetings so that they run smoothly. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available. 5Use office equipment such as photocopiers, faxes, scanners and printers. Perform basic maintenance to keep equipment in a good working order (for example, clean, change toner, supply paper). Maintain office supplies. Keep office inventory and equipment clean and organized. To deal with any ad hoc office issues, repairs, replacements, set ups, etc.

6Ensure petty cash is reconciled and replenished on time to meet operational requirements in accordance with the established petty cash handling procedures7Liaise with vendors to obtain quotes and raise purchase requests for Goods and Services, ensuring accurate cost code allocation. Track Purchase Orders and invoices to facilitate timely receipting and closure. Provide regular status updates on all Purchase Orders to the head office8Maintain employee timecards and update daily attendance and leave records accurately9Shipping and Logistics. Coordinate the booking of shipping containers and tank tainers between Puma Energy locations , and track shipments to delivery.

Arrange freight and monitor the movement of items to their destination. 6Compliance to HSEQ Employee Responsibilities herein;HSEQ Employee Responsibility StatementAll employees are responsible for in the first instance for their own safety and to prevent Incidents. It is vital that there is a high regard by all employees on hazard identification and control before the hazard becomes an incident. It is therefore a requirement for all employees, regardless of position in the company to report all injuries and hazards to immediate supervising staff.

All employees must know and uphold the Puma Energy International (PEI) Safety Policy and the Puma Energy PNG HSEQ PoliciesHSE Responsibilities – General EmployeeAs part of each employee’s legal and moral responsibility to Puma Energy PNG, you are to support management by: Cooperating with the Company to enable compliance with any duty imposed upon them by law. Using properly and effectively equipment designed to safeguard his / her well beingBeing aware of factors or situations that may impact upon the quality of the product and service and the environment.

Following implicitly the Company’s Health, Safety & Environment Policy / Procedures / Work Instructions as communicated in writing or as instructions received orallyComply with the Company’s procedures and the relevant legislation regarding the Injury Management process. To formally report to their Manager any concern or incident / injury / non-conformance in any aspect of their work and complete the Puma Energy PNG Incident / Non Conformance Report form. To formally report to their Manager or supervisor any hazard, practice or condition that will affect safety or production or the community.

All forms are completed as outlined in the proceduresAny discrepancies of goods / services received are to be addressed through the Non Conformance proceduresAll products are to be verified at appropriate stages as outlined in procedures and a record maintained. Requirements: Experience: Diploma if Accounting or Business Management from a recognized tertiary institution 2-3 years administrative support experienceSkills: Advanced expertise with office systems applications (MS Word, Excel, PowerPoint, Outlook)Proficiency with standard office software and equipmentExcellent verbal and written skills in English and local languageCompetencies:

Ability to communicate with all levels – written and spokenHighly organised; analytical skills; service orientationSense of urgencyMotivatedResponsibleMust be able to work without supervisionShould possess a pleasant phone manner and professional demeanorClose attention to detail and ability to handle multiple tasksMust follow through on tasksStrong interpersonal skills Ability to set/prioritize management schedule effectivelyAbility to meet deadlines in a fast paced environment and to exercise discretion in handling confidential matters. Key Relationships and Department Overview: Internal – Terminal Operators, Terminal Supervisors, Terminal Manager, Gate-Checkers, Plant AssistantsExternal – Visitors, customers, Contractors, Suppliers