Energy Infra – Admin Support – Administrative Assistant Full-Time

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 events.
• Looking 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/guidelines.
• Coordinate 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 interpersonal

Accounting Knowledge

• Extensive 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.

Competencies

• Secretary skills.
• Capability 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 customers.
• Be able to cope with various workload in a production driven environment
• Procurement skills.

Health 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 Background

• Honors degree or equivalent experience in account or finance.
• Secretarial training is an advantage.

Key Relationships

Internal

• Terminal Managers.
• Assistant Terminal Manager.
• HSE Coordinator.
• HR Business Partner.
• Shift Supervisors.
• Operators.
• Maintenance Technicians.

External

• Impala Infrastructures.
• Puma Energy.
• Trafigura.
• Customs.
• MRA, Contractors.
• Suppliers, Contractors.
• Internal/ External Auditors.
• Government Institutions.