KEY ROLE
The Technical Assistant supports the Unit Leader and Squad Leads to plan, organize and implement activities that support the effective working within the Unit and interactions with other disciplines and teams to achieve the annual plans and objectives.
The role is based in Baku, Azerbaijan and is an office based position supporting the Project Operations Unit.
BASIC SKILLS
Understanding and practice in the MS Office Suite
Demonstrated behaviour in a team environment that supports effective team working.
Organization: Managing tasks, schedules, and information.
Communication: Clear written and verbal communication.
Time Management: Prioritizing and meeting deadlines.
- Proactivity in learning new skills
TECHNICAL QUALIFICATIONS
Knowledge and practice in the SAP system to create PO’s and Shopping Carts
Knowledge of the CMAS system for tracking technician training
Bachelor’s degree in business administration or a related field
Database management
- Other as may be needed
EXPERIENCE
Minimum of 5 years working in industry in a similar position
RESPONSIBILITIES & OBJECTIVES
Responsibilities
of Administrative Assistant
Diary management and co-ordination for the Project Ops Manager (POM) and members of the team.
Scheduling of meetings, organize travel and logistics and provision of general administrative support to team members
.
Manage logistical arrangements for events, set-up and support on-site/ off-site meetings and conferences, including meeting room bookings (meetings include teleconferences/video conferences and telepresence), setting up catering, transportation, material preparation etc., collation of materials/packs, managing distribution of materials.
Manage phone inquiries and correspondence with external contacts.
Prepare expenses for approval and tracking E-Expenses to resolve issues when needed; raise admin-related shopping carts.
Prepare letters and respond to external parties on behalf of POM, as needed.
First point of contact for internal and external customers; assist visitors with local transport, office requirements etc., as necessary.
Partner with other Assistants on local/ global teams to provide cover when needed.
Responsible for assisting the central team with administrative and clerical matters where required.
Special projects and other supportive duties as requested such as organizing team building events, etc
.
Responsibly of Training Coordinator
Arranging/Coordinating/Tracking site related training and inductions.
Training tracker management and coordination of
training and competency program for Operations team: working with relevant talent and learning department on arranging classroom-based training both generic and site related ones.
Manage training related logistics and documentation.
Creating and managing team training certificates data base.
Leading regular meetings with relevant talent and learning department with site team leaders on training requirements alignment.
Responsibly of Start Up Assurance Coordinator
Managing requests from Start Up Assurance process members on Administrative support of Start Up Requirements Tool and Assurance site.
Tracking SUR closure progress and arranging follow up and support sessions.
Providing Administrative support on main Start Up Assurance process events including travel, logistics and meeting support.
Arranging Certification sign up meetings at certain stages of project