Ref: KP754-276

Job description / Role

Employment: Full Time

The Administrative Assistant will provide administrative support for the Commercial Operations Manager and the wider Finance Team in Oman. The role includes coordination of diary, meetings and travel, including coordination of meeting materials and organising of team events.

The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and will be able to work independently with little or no supervision. This person must be well organized, flexible and enjoy the administrative challenges of supporting the ACPM and wider team. The ability to interact with staff (at all levels) in a fast paced environment, sometimes under pressure, remaining flexible, proactive, positive, enthusiastic, resourceful and efficient, with a high level of professionalism and confidentiality is crucial to this role.

Key accountabilities
- Maintaining a professional and safe office environment;
- Managing and coordinating the calendar for Commercial Operations, planning and sequencing meetings and travel and anticipate materials needed for meetings and prepare in advance;
- Arranging meetings requests: organise meetings/teleconferences/video conferences (on & off-site), including associated requirements e.g. equipment, and availabilities (room & personnel) and teambuilding;
- Provide support in preparing agenda/presentations, collating & circulating pre-read. Assist with preparation of presentation, hand-outs, graphics and scanning;
- First point of contact to internal and external visitors, the Administrative Assistant must be able to represent the team appropriately, assisting visitors with travel arrangements, accommodation, office requirements, etc.;
- Travel: Organise team travel & logistics, including liaison with Travel Co-ordinators to ensure requirements for business travel are complete and run smoothly;
- Expenses: preparation and administration of VPs expenses for approval and management of invoices;
- Manage filing systems and SharePoint sites as required;
- Build and maintain good relationships with a range of external and internal contacts in the course of handling day-to-day activities;
- Manage project appointment arrangements and support external project communications;
- Organise key team meetings and project team building activities;
- Develop and maintain key project calendar.
- Focal point for American Express Corporate Cards i.e. issue corporate cards and liaise with Accounting Service Manager
- Deliver E-expense software usage training for all new-joiners

Requirements

- Diploma degree preferably in the field of Administration and /or Finance
- Good oral and written communication skills
- Strong knowledge of MS Office, including Word, Excel, PowerPoint, SharePoint and Outlook
- The successful candidate will have access to a wide variety of information and will be required to use judgement frequently in his/her work
- Strong organisational skills are required to manage the team and individual agendas effectively
- Attention to detail and process
- Good team player who is self-motivated, but also able to work independently
- Excellent calendar management skills, including the coordination of complex executive meetings Experience in developing and maintaining and executives filing and information systems
- Experience scheduling travel arrangements for team
- Ability to deal comfortably with internal and external contacts at all levels
- Ability to assess and anticipate the requirements of the team
- Excellent organisational and administrative skills
- Excellent, polite, professional, friendly telephone manner
- Ability to maintain boundaries and clear delineation of responsibilities in a task or situation, with good humour
- Ability to identify and clarify assumptions

Desirable criteria & qualifications
- A very good eye for detail with a systematic approach to work
- To work under pressure in a busy office environment
- Self-motivated
- To work cooperatively within a team
- Excellent interpersonal skills
- Confidentiality and discretion
- Flexibility dealing with multiple and varying duties concurrently
- To use initiative in a variety of challenging situations
- Ability to contribute to group discussions in a thoughtful manner
- Sensitivity and diplomacy

Relocation available: No
Travel required: No
Is this a part time position: No

About the Company

Our business is the exploration, production, refining, trading and distribution of energy. This is what we do, and we do it on a truly global scale. With a workforce of nearly 80,000 employees, BP operates with business activities and customers in more than 80 countries across six continents. Every day, we serve millions of customers around the world. We are continually looking for talented, committed and ambitious people to help us shape the face of energy for the future.

Get personalised updates on latest vacancies
Job Alerts by Email
  • Personalised updates on latest career opportunities
  • Insights on hiring and employment activity in your industry
  • Typically sent twice a month
Junior Engineer salaries in Qatar

Average monthly compensation
QAR 3,000

Breakdown available for industries, cities and years of experience