Operations Technical Assistant

Ref: TBR-784


This vacancy has now expired, and is not accepting any new applications.

Type of Role
Permanent only
Job Function
Administrative & Business Support
Location
Aberdeen, UK
Job Description

BASIC PURPOSE OF THE ROLE

Provides a wide range of technical and administrative support to the Operations and Corporate Communications teams.

KEY RESPONSIBILITIES

Operations Admin:

  • Provides general assistance with arranging, compilation and collation of documents, briefing papers, reports, letters and presentations for the Operations team.
  • Maintains Safety Case and associated P&ID updates.
  • Collates Operations input into LT weekly report.
  • Coordinates and books ad-hoc travel and accommodation for designated personnel as required.  Liaises with external travel and accommodation providers to ensure that corporate rates are competitive and ensures discount for volume.
  • Works with legal department to arrange long-term accommodation for onshore secondees.
  • Maintains departmental filing systems to ensure that all paperwork is properly maintained in line with documentation management processes. Makes recommendations on improvements to administrative procedures within defined area of responsibility and implements new systems.
  • Updates and maintains internal departmental documentation, including: telephone/ contact lists, ‘Who’s Who’ lists (onshore), Visio organizational charts, department distributions lists, department leave spreadsheet and sickness forms.
  • Acts as the focal point for all e-invoicing, approval of payments, preparation of expense claims, etc.
  • Processes expense claims for Operations team members in line with the Company’s finance procedure and makes corporate card purchases as required.
  • Responsible for ordering departmental stationery, diaries, OIM recognition items, corporate gifts and relevant supplies/ materials including ops PPE from approved suppliers in a timely manner.
  • Responsible for maintaining and applying the Company’s ‘Anti Bribery and Corruption’ Policy, issuing forms, files, etc. for the Operations Department, in line with legislative requirements.

Technical Assistance:

  • Supports the execution of EIPSMF Elements action plan.
  • Supports Risk Management activities including TAQA Action Management System and Impact actions, updating ERMS risks etc.
  • Provides assistance to the Operational Excellence program and Production efficiency team including development of compilation of KPI reports.
  • Compiles the Asset monthly reports and more specific production reports tracking production efficiency per asset.
  • Minute taking and tracking of actions from various meetings, e.g. ASRP’s, weekly Monday meeting etc.
  • Progresses updates on Operations and Asset Goals & Objectives.

Corporate Communications Admin:

  • Coordinates the Managers & Supervisor meetings, offsite townhalls, lunch and learns and LT breakfasts.
  • Compiles the monthly workforce briefing pack.
  • Coordinates the admin associated with the charity of the year, including managing money, maintaining spreadsheet, setting up and managing fundraising page etc.
  • Manages sponsorship agreements and general coordination of CSR, sponsorships and events.
  • Coordinates employee news for TAQA Talk.
  • Organises print of TAQA Target and distribution of hard copy TAQA Target and TAQA Talk.
  • Researches and orders corporate gifts and raffle prizes.
  • Coordinates Emergency Response updates, e.g. fast facts, contact information etc.
  • Types up feedback cards from townhalls.
  • Coordinates staff photography.
  • Provides general event management support.

General Admin:

  • Daily interface with Company’s ERP system (Oracle): raising and amending requisitions for e.g. hotel bookings, conferences, PPE, consultancy services, corporate gifts etc. Receiving the purchase orders on behalf of Operations/Corporate Communications personnel.
  • Liaises with the IT Department for all departmental IT issues.
  • Organises and coordinates internal and external events, functions and meetings including facilities and catering. Ensures attendees have the required pre-read information and takes and distributes minutes of meetings.

JOB DIMENSIONS

Financial Authority: Authorised to make purchases within the Oracle financial control system.

Budget Responsibility:  None

QUALIFICATIONS, EXPERIENCE AND SKILLS

QUALIFICATIONS/TRAINING

Essential

  • Secretarial or administration related qualification.

EXPERIENCE/KNOWLEDGE/SKILLS

Essential

  • Considerable experience in a similar role gained within the oil and gas industry
  • Exceptional IT/office systems skills and knowledge, including: Microsoft Excel, Word, Outlook, Visio and PowerPoint
  • Highly developed administration and organisation skills
  • Proven ability to work using discretion and confidentiality

Preferred

  • Experience of working with non-standard software

ADDITIONAL SKILLS/REQUIREMENTS

  • Advanced interpersonal skills
  • Excellent communication skills both written and verbal
  • Works well under pressure, with a flexible and adaptable attitude
  • Able to prioritise work and multitask
  • Proactive and can work on own initiative
  • Confidence dealing with all levels of Management and Staff
  • Team player with the ability to work independently

INTERACTIONS

INTERNAL INTERACTIONS

  • All levels of management and staff – onshore and offshore
  • Global Travel team

EXTERNAL INTERACTIONS

  • External suppliers/vendors e.g. travel firms, hotels, gift suppliers, taxi companies
  • Specialist consultants
Closing Date
19/04/2018

This vacancy has now expired, and is not accepting any new applications.

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