Personal Assistant (with Office Administration duties)

Contexte et environnement

The scope of the job entails secretarial and administrative knowledge and expertise coupled with dedication and

strong coordination with managers and colleagues. The tasks can easily be achieved with the support, guidance and

motivation from dedicated and highly skilled managers and the whole team/s.

Activités

• Contributes to the overall effectiveness of the business by performing secretarial duties, providing administrative
  
  
  

support to the team

• Facilitates hotels, restaurants and transportation bookings for missions, seminars, temporary movements and
  
  
  

other events end to end.

• Assists in setting up and organizing the department’s internal meetings logistics.
• As assigned, acts as interim in the absence of other assistants within the affiliate.
• Maintain the general management of the MD/VP workflow, calendar and daily meetings schedule.
• Coordinate travel requirements in connection with arrangements for the MD/VP and the team.
• Issue Expense Claims for MD/VP and handle Expenses for team (verification & follow up for payment).
• Prepare correspondence, Power Point Presentations on behalf of the MD/VP.
• Ensure the MD/VP is fully briefed on, or prepared for, any engagements they are involved in. Keep and
  
  
  

maintain an accurate record of papers and electronic correspondence on behalf of the MDs and good

management of all arrangements (Taxi / Driver / Meeting rooms, etc.).

Office and Other Costs Management:

• Assist in the PR/PO process and expenses validation by finance and MD/VP.
• Monitor invoices and maintain a tracker for cost control.
• Serve as the point of contact for office management (procurement, office supplies, maintenance, facilities and
  
  
  

others).

• Manage relationships with vendors, service providers and landlord.
• Manage contract and price negotiations with office vendors, service providers and office lease as required;
  
  
  

ensure that all items are invoiced and paid on time. Manage creation of vendor code in SAP.

• Reporting: maintain monthly reports and track of all office cost, expenses. Update PO tracker, travel tracker,
  
  
  

invoice tracker on time. Follow up for invoice payments to ensure they are paid.

• Assist in the PR/PO process and expenses validation by finance and MD; Liaise with the cost controller and
  
  
  

Accountant department on all invoices and for all providers and maintain a master tracking file for all payments and

vendors creation.

Office Management:

• Responsible for managing office services by ensuring office operations and procedures are organized,
  
  
  

correspondences are controlled, filing systems are designed, supply requisitions are reviewed and approved.

• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts,
  
  
  

and office systems.

• Provide general support to visitors.
• Organize and coordinate internal and external events as per the Management request.
  
  
  

OTHER OBJECTIVES

• Ensure adherence to compliance processes and guidelines specific to position’s roles and responsibilities.
• Work on different projects within the team or with other teams as and when required.
• Manage coordination with different departments for executing tasks.
• Maintain respectful and professional rapport with all team members.
• Be proactive in achieving and completion of tasks. Take lead in completing given tasks and responsibilities.
• Help the team as and when required for responsible areas.
• Complete, assist with other Ad-hoc works as delegated.
  
  
  

Profil du candidat

At least 8 years of relevant experience in similar role

• Excellent communication skills
• Proficiency in English, French and Arabic (oral and written) is necessary as this role has to correspond with
  
  
  

stakeholder from France and Middle East countries on a regular basis

• Has experience and is keen to work in a multicultural environment
• Office management experience would be an advantage
• Technical knowledge:
• Corporate secretarial practice
• Microsoft Office
• IT literacy
  
  
  

Informations supplémentaires

TotalEnergies valorise la diversité, promeut le développement individuel et offre des opportunités d'emploi égales à tous les candidats.