Package Assistance Service – UFR & SPS (08/11/2024) Paris, France
We are looking for a Package Assistance Service – UFR & SPS/service d 'assistance aux colis – UFR & SPS for one of our clients with the following details:
Start Date: December 2024
Service Location: FRANCE / Paris area
Service Status: Resident
Estimated Service Duration: 12 months (renewable)
Qualification and background
- Good office tools skills: word, excel, ulysse, giseh, e@si, SAP, NOVA, PowerPoint, etc.
- Minimum of 2 years in secretarial/admin role/service within a global/international corporate environment.
- Strong team spirit, ability to listen, solidarity, adaptability, rigor, tenacity, openness to diversity.
- Follow rules, in a full autonomously way and with a proactive attitude.
- Attentive to details.
- Flexible and attentive to the GPI / Project team and its various support needs.
- Preferable: experience within the Oil and Gas field.
- Adding value to the Project environment and its activities.
- Proficient/Good level of English (reading, writing, speaking).
Activities
As well of being part of the project , 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 Companypersonnel with the registration of Time Sheets and process other requested information and/or data in accordance with Companyrules.
- 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 Companyorganization (Affiliate …) for administrative/ secretarial matters.
To manage the Mails if necessary:
- Receiving/acknowledging, filing, and distributing mails, processing emails, if necessary, electronic, and hard copies and ensuring physical filing tasks are carried out.
- 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 cover for the other Project Assistance Services upon request.
- 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.
If Interested Kindly apply.