Heading is looking for his client in oil and gas industry, a Administrative Assistant A (M/F) for Maputo
-Administrative Assistant A
-Activities
-Acts as the point of contact between Site Director, executives, employees, clients, external partners and stakeholders;
- Ensure compliance with all relevant HSE requirements across works to promote a healthy and safe work environment;
-Follow up on administrative duties for the team such as preparation of mission orders, expense forms, leave schedules, timesheets etc;
-Always handle strictly confidential and sensitive information with discretion;
-Negotiate and organize conference facility bookings, catering and accommodation arrangements for visitors;
-Receive and process invoices for payment;
-Prepare agendas, background documents, and accurate meeting minutes;
-Follow up on action points and track completion with relevant stakeholders;
-Independently Organize and coordinate high‑level and confidential meetings, management meetings, visits;
-Prioritize daily flow of information to the Site Director and Managers in a timely and accurate manner;
-Independently assesses incoming correspondence and redirects to the appropriate Leadership Team member;
-Prepare, consolidate, and format high‑level reports, dashboards, and briefing documents for Management reviews, governance meetings, Internal and external stakeholders;
-Maintains and updates the site organizational chart in coordination with HR and managers;
-Develop and maintain professional presentations (PowerPoint) aligned with corporate standards;
-Responsible for Organization and maintenance of the filing and database systems. Develops and implements improvements for information management in the share point;
-Assist in completing forms in accordance with company procedures and policies as may be required by the entity;
-Receiving calls, visitors, handling their inquiries and directing them to the appropriate persons;
-Handle stock records, requisition orders and follow up accordingly in SAP;
-Actively participate and follow up on the organization of all required Events;
-Participate in HSE reporting as required;
-Carry out any other duties that may be assigned to him/her by the line manager;
-Assist to gather and validates ‘lessons learnt’ from all project team and provides feedback;
-To keep informed the Project Management team of matters related to the office spaces;
-To liaise with other Assistants for ensuring whole consistency of the organization of their work.
-Qualifications/Experience required
-Education: Bachelor’s degree in business-related or equivalent;
-Minimum 3 years’ experience in administrative and secretarial work including but not limited to drafting reports, organizing meetings, travel and accommodation booking;
-Technical competencies: Very Good command of English knowledge and advanced experience in database management; including MS access, word, project, excel and power point.
