JOB PURPOSE
This position is an individual contributor role that is part of a functional logistics team providing travel coordination and Visa support to Projects in Iraq. This role requires a high level of knowledge and experience relative in the travel industry or Oil and Gas industry.
RESPONSIBILITIES
- Arrange the whole/ Exit Visa/ Bloods test/ LOIs process for Company/ Contractor’s personnel (Locals national & Expat)
- Ensure the accuracy of data entry into the PLMS (Current LMS) system to assist reporting process
- Provides administration support to People Logistics Department as requested on an ad hoc basis
- Report to Blood Test and exit visa Supervisor any complaints/ feedback to ensure all challenges sorted appropriately
- Custodian of Visa/ Bloods/ Deposits for Expat Staff and HR related cost for Petty Cash floats. Manage reconciliation, reporting, audits and cash controls
- Ensure that Company personnel/ Contractors are adequately informed/ prepared and have the correct/valid documentation for travel from Iraq
- Monitor relevant Exit Visa/ Bloods/ LOIs application procedures and keep up to date with any procedure/ policy changes, adapt practices accordingly
- Manage with Exit Visa/ Bloods/ LOIs liaisons daily to ensure the applications are successfully processed
- Publish notifications related to People Logistics as/ when required to the organization
- Prepare various reports for the management (Daily, weekly, Monthly and yearly)
- Liaise with PSD (Private Security Detail) coordinators daily relevant to the issuance of exit/ entry visas and blood test
- Liaise with Meet and Greet to ensure that records are updated and accurate
- Ensure that confidential data is stored as per relevant Data Protection Legislation
- Engage with customers to ensure complaints/ feedback is dealt with in a timely fashion
- Calculate monthly reports KPIs as well as costs expenditure
- Stock exit VISA materials daily, display and order materials as needed; folders, applications
- Responsible for preparing and submitting the monthly invoices related to Bloods and Exit Visa Fees
- Coordinate with journey planners to Arrange travelling to/ from Iraq for Staff inclusive of accommodation, flight bookings and secure transportation
- Monitor flights into/ out of Iraq to ensure that any changes/ delays are reported immediately and appropriate actions taken as stipulated in Iraq Travel Team procedures
- Report any ‘near miss incidents as per Company procedures inclusive of no-shows and unannounced arrivals
- Follow up any other works requested and arranged by the company
REQUIREMENTS
- Bachelor Degree
- More than 3 years’ experience with relevant oil and gas industry
- Detailed Knowledge of the Iraq emigration and health department Rules and site access
- Overall Knowledge of new Visa application and travel requirement into and out of Iraq
- MS Office: (Excel – Intermediate, Word – Intermediate, Power Point – Intermediate)
- English – upper intermediate (verbal & written)
SKILLS
- English interpretation/ Translation skills
- Showing leadership and decision making
- excellent communication skills
- good attention to details and details oriented
- excellent at team work and multi-tasking scenarios
- Focus on continuous self-learning and improvement
ROTATION
14 days on/ 14 days off
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.