TECHNICAL ASSISTANT
Abu Dhabi, UAE
: Completion of secondary education (12 years)
: Any Nationality
: 6 - 10 years
: Oil & Gas / Petroleum
: Information Technology
: 03 - Jul - 2018
Job Description
Basic Function:
 
Carry out various duties including coordination with various departments, answering telephone calls, typing, maintaining files, dispatching and distributing outgoing and incoming mail, and drafting routine correspondence, usually self-correspondence.
Follow up on matters, coordination with ZR-Administration for Flight Bookings and other administrative matters and arrangement of Video Conference (meetings) and Missions / Leave Requests for the Team Leader.
Coordination and follow-up of HSE related matters in close coordination with all LGL-ZR Sections viz. H&T, Warehouse & Airport. Coordinate the nominations of HSE Training.
Close coordination with MDTE and LG for Training Missions outside Zirku, prioritize for UAE Nationals development including English language & TOEIC Tests.
Coordinate departmental meetings especially Panel Assessments for Developees, handle the agenda, contact the attendees and arranges the video-conferencing, conference rooms.
Coordinate with Zirku Administration for all administrative matters related to the team, in particular Flight Bookings to / from Zirku, arrange cancellations / re-bookings and follow-up of the same. Notification to Site Personnel regarding Flight Delays and accordingly the Check-In time.
Type as required, a variety of material such as memoranda, reports, circulars, action forms, and minutes of meeting, obtain appropriate signatures and dispatch accordingly. Drafting of T-Slips / Memos / Faxes usually self-correspondence and self-correspondence by e-mail, if required.
Exercise overall control on the movement of documents related to HSE such as HSE Plans, Incident Reports, Action Tracking Report, HSE Inspections, Near Misses and LTI Reports. Ensure updating of these documents in coordination with Sub-T/L, H&T Supervisor and Airport Supervisor and timely submission to ZR-HSE.
Arrange training as per the advice of T/L, follow up with LG & MDTE for approvals, and prepare Mission Orders accordingly. Maintain an updated Track Record of all personnel attending Training and ensure optimum utilization of the Training Budget. Liase with MDTE for UAE Nationals English Training Course & TOEIC Tests and follow-up for their results.
Coordinate and compile nominations for HSE Training as per the monthly schedule & HSE Training Matrix received from ZR-HSE. Nominations are subsequently forwarded to the Training HSE Training Center. Maintain an updated Track Record / chart of all personnel who attend Training.
Preparation of IT Budget Requirements in coordination with all sections and submitted to IT accordingly. Computer Accessories requirement, Computer Shifting and other IT related works are handled in coordination with ITCS-ZR. Arrange new Company Network Account in coordination with IT Help Desk (AUH) for newly joined personnel and similarly arrange new Maximo Access Account for personnel in coordination with CMD-AUH. Catering to the routine office work of 100+ personnel as well as Al Otaiba’s 70 personnel’s requirements
Coordinate with Al Otaiba Administrator for nominations for HSE Training for their personnel. Arrange HSE Induction for Al Otaiba’s new personnel at AUH. Also, coordinate with Al Otaiba for other requirements from time to time.
Coordinate and ensure that Yearly Appraisals and Performance Conversation Records are completed and submitted over to LG Dept. on time. Also, coordinate the preparation of Quarterly Developee Progress Reports and submitted to LG-AUH.
Maintain and update a classified coded filing system for the Department. Include files such as business correspondence, reports, circulars, local and foreign addresses, business journals, periodicals and opening documents. Receive and keep, in a safe place, all Contracts between Contractors and our Dept. Also, other sensitive documents, duplicating, distribution accordingly.
Follow up on Contracts related to personnel from Manpower Supplier especially newly joined personnel. Also, follow up with HRR for personnel to be recruited. Follow up on Service Order Contracts for Service Order Personnel with LG and the Contracted Company for the Acknowledgement and return of the signed Contract.
Desired Candidate Profile
Minimum Requirements:
 
Completion of secondary education (12 years)
5 years’ experience in Administrative and Coordination.
Good typing speed and very good knowledge of English; Arabic is also preferred
Extensive experience in use of personal computers and specific software, e.g. Microsoft Word, Windows, Excel, Power Point.
 
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