Secretary

Job Purpose

Secretary is responsible for providing secretarial and administrative work and support to VP and staff as per assigned. The jobholder also responsible for consolidating department budget and ensure documentation and filling.

Key Accountabilities

• Monitor department expenditure against the budget and inform VP of potential overspending items
• Manage in-coming and out-going documents for management approval.
• Screen, prioritize, categorize, register and update documents before distributing to responsible persons.
• Ensure the availability of those documents when required by establishing and maintaining good document management in a proper retrievable system so that appropriate actions are taken within due time
• Prepare a variety of official document/material i.e. memos, letter, faxes, and reports; as well as proof read and obtain appropriate signature before distributing to concerned functions
• Collect and extract information and supporting data for meetings, presentations, and reports of the Division
• Coordinate and arrange air ticket, hotel reservation, and transportation for VP. Arrange trips, facilitate conference and seminar as assigned
• Prepare and process purchase/service orders and mission orders, material requisition, expense claims as per Company procedures

Key Accountabilities (Cont.)

• Ensure availability of stationery, consumable items, office supplies, equipment and furniture at all time
• Screen telephone call, answer routine questions, take message and may refer caller to alternative source during SVP’s absence. Provide Company’s information as might be requested from outsiders on a case by case basis.
• Handle sensitive/ confidential matters in discreet and tactful manner, ensuring that matters that require immediate attention are properly referred and/ or handled by responsible person within due time.
• Arrange meetings / appointments among staff and/ or with related as assigned
• Welcome and accommodate guests as required
• Maintain and update Division’s contact lists
• Manage distribution of greeting cards and gifts on festive or special occasions
• Organize department staff activities, /coordinate with other departments to organize division/function group staff activities.

Professional Knowledge & Experiences

• High Diploma, preferably Bachelor’s Degree in any related field.
• Minimum 1-2-year experiences in technical/administration assistant exposure to oil and gas business
• Good knowledge of Company cost accounting, contracting and financial controls
• Computer skills on standard software
• Good command of written and spoken English

Additional Desirable Qualifications :

• Communication and interpersonal skill