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Site Administration Assistant

  • Location:

    Basrah

  • Sector:

    Energy

  • Contact:

    Omid Miri

  • Job ref:

    4419

  • Published:

    about 1 month ago

  • Expiry date:

    2024-12-06

mselect is looking to hire a Site Administration Assistant for an international energy client in Basrah, Iraq. Candidates must have a minimum of 5-7 years of experience in a site administration role, preferably in construction or a similar industry. Fluency in English and Arabic is a must.

Job Purpose
The Project Administration and Assistance is responsible for managing all site activities to support the project construction team in Basrah, Iraq.

Key Responsibilities
  • Main responsible to control and record the project staff daily POB
  • Material and equipment procurement and stock management by ensuring the procurement, delivery, and inventory of office materials and equipment, personal protection equipment and other tools
  • Manage correspondence and communication between internal team, all projects and stakeholders
  • Assist in monitoring project expenses and budget allocations
  • Assist to prepare presentation, letters translation and issuance

Activities
Daily Administrative Tasks:
  • Manage correspondence and communication between project teams, contractors, and stakeholders
  • Maintain physical and digital filing systems for project documentation and team documentation
  • Handle phone calls and direct inquiries to appropriate personnel
  • Schedule, coordinate, and prepare agendas for meetings; record and distribute minutes
  • Communication Management: Handle internal and external communications, ensuring timely responses and information flow
  • Coordinate the preparation and submit daily, weekly, and monthly reports on project progress, issues, and resolutions
Logistics Support:
  • Coordinate travel arrangements for project personnel and visitors
  • Manage office supplies and equipment for the project site
  • Arrange accommodation and transportation for project staff and visitors, ensuring their safety and comfort
  • Coordinate all materials and equipment: procurement, delivery, and inventory management of materials and equipment required by the construction team
  • Ensure the site is equipped with necessary facilities such as office space, restrooms, and storage areas
Financial Administration:
  • Help with basic budgeting and expense tracking for the project site
  • Process invoices and expense reports
  • Maintain records of financial transactions related to the project
  • Assist in monitoring project expenses and budget allocations
  • Handle the processing of invoices and payment requests in coordination with the finance department
  • Prepare regular expense reports for review by the Project Director
Health and Safety Administration:
  • Staff Coordination: Maintain records of project staff daily POB
  • HSE Compliance: Ensure all site activities comply with local and international health, safety, and environmental regulations
  • Safety Training: Coordinate safety training sessions for site personnel
Local Liaison:
  • Assist in communication with local authorities in Basra
  • Help coordinate with local suppliers and service providers
  • Support the team in navigating local regulations and customs
  • Facilitate communication between various project teams and departments
IT and Software Support:
  • Manage and maintain project management software and databases
  • Provide basic IT support for on-site personnel
Inventory Management:
  • Keep track of equipment and materials inventory for the project
  • Assist in procurement processes and documentation
Miscellaneous Duties:
  • Travel Arrangements: Organize travel itineraries for the Project Director and project and to all project staff
  • Special Projects: Undertake special administrative projects as assigned by the Project Director

Requirements
  • A bachelorโ€™s degree in business administration, Project Management, or a related field
  • Experience minimum of 5-7 years of experience in a site administration role, preferably in construction or a similar industry
  • Proven track record of handling administrative tasks in a project environment
  • Basic IT support skills for on-site personnel
  • Strong organizational and documentation skills
  • Excellent verbal and written communication skills
  • Ability to manage correspondence and communication effectively between various stakeholders
  • Experience in coordinating travel arrangements, accommodation, and transportation for project staff and visitors
  • Competence in managing office supplies and equipment logistics
  • Understanding of basic budgeting and expense tracking
  • Ability to process invoices and manage financial records
  • High and proved IT proficiency, particularly in MS Word, Excel, and Power Point
  • English and Arabic written and speaking


*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.
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