Administration Assistant

Accountabilities

Key Accountabilities:

• Prepare business letters and memos as directed by the Shipbuilding Director or designee.
• Responsible for administration of processing items through the Management of Change system and maintaining the project log.
• Assist in compilation of the project weekly activity report.
• Maintain department files and records. Index and maintain all records and ensuring all records held are retrievable.
• Maintain an adequate stock of standard office supplies on-hand to permit efficient office operation, and the contact points for ordering special supplies when needed.
• Maintain staff attendance and leave records.
• Maintain department contact lists, including vendor/maintenance organizations who may be contacted for the repair and/or replacement of office equipment.
• Assist in making travel arrangements for staff personnel as may be needed.
• Assist in maintaining a smooth flow of communications with other entities in the shareholder organizations as directed by the Shipbuilding Director.
• Track and updates the project administration budget, including the office budget and site budgets.
• Assist with all schedule coordination efforts to ensure issues at all phases of the project through vessel delivery are addressed in a timely manner.

Generic Accountabilities:

Safety, Health, Environment & Quality (SHEQ):

• Adhere to all relevant SHEQ policies, procedures, instructions, and controls so that NAKILAT provides a safe, world class, secure and environmentally responsible service to customers, the public and its own people.

Policies, Systems, Processes & Procedures:

• Follow all relevant departmental policies, processes, and procedures so that work is carried out in a controlled and consistent manner.

Others:

• Carry out any other related duties as directed by Shipbuilding Director to support the shipbuilding initiatives and projects.

Qualifications, Experience and Job Skills

Qualifications:

• High school education (or higher), with some technical familiarity.

Experience:

• Minimum two (2) years’ experience as a secretary/administrative assistant in a technical project environment, preferably the oil and gas industry or with a ship owner/operator, responsible for the design and construction of large vessels.
• Some knowledge of ships and marine nomenclature.

Job Specific Skills:

• Excellent written and spoken English language skills.
• Proficient in the use of word processor, spreadsheet, and presentation software (especially Microsoft Word, Excel, and PowerPoint), including the ability to prepare professional reports and presentations.
• Ability to work with figures and to present summary figures in a clear, concise manner.