Project Assistance Service

Paris, France

Job Reference 1240978

Location Paris, France

Industry Oil & Gas - FPSO

Function Administration

Job Type Contract

Date Added April 2, 2024

Airswift is currently looking for Project Assistance Service work with an Oil and Gas  Company.
- Starting date: April 2024
- Duration: 1.5 year minimum to 5 years after awarded of the FPSO package contract

 - Location: France / Paris
 - Status: Residential

Mission:

The Service holder will be responsible for general administration, secretarial and related logistics duties for all the teams of Suriname GPI / Project. Based in Paris, the service provider shall be efficiently supporting the administration’s daily activities and processes.

ACTIVITIES:

As well of being part of the Suriname GPI (‘’Groupe Projet Intégré’’), the services holder will demonstrate and execute several activities as described below.

Attitude/Accountabilities:

• To be accountable for demonstrating an exemplary behavior with regards to HSSE and to respect all HSSE requirements.
• To adopt and demonstrate an exemplary behavior with regards to the Company Ethics and “Code of Conduct” policy.
• To handle confidential documents and information with the utmost discretion.
• To maintain confidentiality during meetings, discussions, and correspondence with internal and external stakeholders.
 • To maintain professionalism, efficiency, and effectiveness in the role at all the time.

Main Duties:
• To ensure the flow of information.
• To initiate, organize, and follow up the Project Management team agenda as requested.
• To type / keep records / manage outgoing correspondences or any paperwork for the Project Management team, as requested.
• To manage and order necessary offices supplies.
• To organize meetings and assist during any associated logistics internal meetings / meetings with Partners / Contractors or special events.
• To receive / dispatch / keep record of / manage information and correspondences.
• To be the point of contact for internal and for external callers, for the Project team.
• To welcome and guide visitors.
• To assist the Project Team during the arrival of newcomers and/or departures (assignment of offices, IT and phone equipment...)
• To maintain the Project schedule of absence / presence / mission folders up to date and any follow up on any other directory documents, as requested.
• To organize travel arrangements for the Project team: organize missions, obtain visas, perform booking as necessary in timely manner, to process travel arrangements and invoice, following the Company procedures.
• To assist  personnel with the registration of Time Sheets and process other requested information and/or data in accordance with rules.
• To keep informed the Project Management team of matters related to the office building.
• To liaise with other assistants, ensuring consistency within the organization of their work.
• To report to the Project Manager or the Project Control Manager any area of concern.
• To ensure interface, as necessary, with other part of  organization (Affiliate …) for administrative / secretarial matters

To manage the Mails if necessary:
a. Receiving/acknowledging, filing, and distributing mails, processing emails, if necessary, electronic, and hard copies and ensuring physical filing tasks are carried out.
b. Editing documents, link with the reprography and distribution departments (head office, subsidiaries),
• To record input and present notes, letters, and documents, as requested.
• To collect relevant information and formatting them to compile dashboards, graphs, statistics.
• To write notes and/or correspondence from verbal or handwritten instructions and writing presentation upon request.
• To manage diaries, organize appointments, meetings, and travels (mission orders, visa requests and expense claims forms, hotel reservations, etc.) hotel, transport, restaurant, and meeting room reservations ...).
• To manage supplies and small purchases, follow the requests thanks to the appropriate internal tools.
• To manage the arrival/departure of employees, trainees, apprentices, service providers (office, removals, authorizations, etc.),
• To supervise the time management when needed for the entity manager and the team (holiday planning)
• To implement in My-eproc the Purchase Request for the GPI team whenever needed
• To support the Project team for any additional requested services linked to Project administration and Project Control.

Communication:
• To communicate information to the GPI / Project team.
• To manage telephone calls, filtering them and pass them on, efficiently.
• To register people for training courses, conferences, and seminars.
 • To distribute documents internally and externally, as of needed.
• To welcome visitors and newcomers on the PGEDI / Project (Perform and update a welcome kit to be given to the newcomers).
• To update the GPI / Project communication resources: TEAMs architecture, intranet site, organization charts, presentations ...
• To coordinate the GPI / Project assistants (if the GPI / Project entities are spread over different sites).
• To ensure continuity of service (mutual replacements).
 • To communicate needed information to the GPI / Project team.
 • To book meeting rooms for the Team as of requested.

CONTEXTE AND ENVIRONMENT:

The activity takes place in the context of the pre-FID phase of a major project in Suriname a land of opportunity, in affiliate being created and whose challenges and scope are currently being defined. The Suriname GPI is a multidisciplinary team that coordinates the development studies managed  on the Deep and Shallow Water discoveries of offshore Suriname Block 58. The technical challenges the GPI / Project will face are the reservoirs development and management, the FPSO and the subsea production/injection system definition. The Suriname GPI / Project team will be developed with the objectives to maximize economical results by optimizing the reserves, the schedule, reducing the costs and the Greenhouse Gas (GHG) emission, while maintaining the technical quality of the installations, with high H3SE requirements and focus
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