Administrative Assistant
 
JOB TITLE: Administrative Assistant
EMPLOYER: Oceaneering International DUTY STATION: Azerbaijan
PUBLISHED: 2018-11-19 LAST UPDATED: 2018-11-19 DEADLINE: 2018-12-19

Company Profile

Oceaneering is a global oilfield provider of engineered services and products primarily to the offshore oil and gas industry, with a focus on deepwater applications. Through the use of its applied technology expertise, Oceaneering also serves the defense, entertainment, and aerospace industries. Oceaneering’s business offerings include remotely operated vehicles, built-to-order specialty subsea hardware, deepwater intervention and manned diving services, non-destructive testing and inspection, and engineering and project management.

Title: Administrative Assistant

Location: Baku, Azerbaijan

Duties & Responsibilities 

Purpose 

To provide primary administrative support as well as general assistance to line manager.

Functions

ESSENTIAL

 Set up and maintain the required filing system
 To create and maintain company personnel tracking information
 Collection of company personnel’s tracking documents (copy of passports, copy of air tickets, etc.) and filing them in a correct way
 Obtain of visas and issue of Letter of Invitation for company employees
 Arrange for incoming personnel to be met at the airport/helicopter station and transported to their final destination in region
 Make hotel reservations and dealing
 Act as the point of contact in all training related issues
 Support and assist with the co-ordination of all training courses in Azerbaijan / Gerogia
 Ensure all training courses recorded
 Update training matrix
 Upload the employees certificates to LMS
 Assist with the management of ensuring the training authorization and request process is adhered to company regulations
 Ensure company employees are registered at the State Immigration Services in a timely and efficient manner
 Ensure all visit visas requested into Azerbaijan/Georgia are processed in a timely and efficient manner
 Assist with paperwork on all immigration and Labour Ministry related issues for employees (and dependent families)
 Liaise with staff, managers and other members of the HR team to ensure all staff based in Azerbaijan and Georgia is employed legally
 Responsible for preparing the paperwork and liaise with In-Country Manager on residence permit and work permit for Azerbaijan and Georgia employees
 Work with and support UAE, UK offices
 Assist staff with any queries that they might have with the above
 Perform other ad hoc tasks and projects contributing to the smooth running and effectiveness of the Human Resources Department 

NON-ESSENTIAL

 The list of job duties is not exclusive or exhaustive and the post holder will be required to undertake tasks that may reasonably be expected within the scope of the post
 Assist with any other duties as and when required
 Undertake specific projects as instructed by management

Safety

Ensure that the Safety policies and procedures are understood and adhered to so far as is reasonably practicable in order to ensure a safe working environment.

Other

Carry out work in accordance with the Company Health, Safety, Environmental and Quality Systems.
Perform the assigned tasks with due diligence regarding the Integrated Management Systems on the Company.
Eliminate waste of whatever form, to suggest the use of more environmentally friendly substances and practices and contribute to the continuous improvement of the environment.

Supervisory Responsibilities

 This position has NO direct supervisory responsibilities.

Qualifications

REQUIRED

 Minimum Standard Grades education (E)

DESIRED

 A post graduate qualification such as a MSc (P)

Knowledge, Experience, Skills, Abilities, and Other Characteristics

 Ability to communicate well in English both orally and in writing (E)
 Previous administrative experience (P)
 Excel(E)
 Word (E)
 PowerPoint(E)
 Must be familiar with QA/QC systems and procedures (P)
 Ability to manipulate and co-ordinate large volumes of data quickly and accurately (E)
 Able to work under own initiative with periodic management guidance (E)
 Ability to generate a team approach to problem solving and a good team player (E)

Working Conditions

This position is considered OFFICE WORK which is characterized as follows. 

 Almost exclusively indoors during the day and occasionally at night
 Occasional exposure to airborne dust in the work place
 Work surface is stable (flat)

Physical Activity/Requirements

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Closing Statement

We offer a competitive salary, a comprehensive benefits package, relocation support and the opportunity to advance in an international company.

All candidates can only apply  via company website  www.oceaneering.com

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