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.

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