JOB PURPOSE
- Making sure the work arrangement smoothly, accurately, and on-time Includes a range from People logistics coordinators (JPs, Visa team and Blood Test team)
- Preparing the Documents and Following up the Letter of invitation for client and the 3rd party contractor
- Manage the relations with the clients
KEY RESPONSIBILITIES
- Arrange and prepare the documents of /Exit Visa/ Bloods test/LOIs process for client / Contractor’s personnel (Locals national and Expat)
- Stay in connected with the fixers to organize and facilitate the visa processing
- Planning, developing and implementing visa procedure strategies
- Managing and developing the visa team facilitators
- Dealing with urgent situations as required,
- Coordinating with MOO, MOI, BOC, and make connections and good relations with them
- Coordinating with Basra airport, Baghdad immigration and Basra immigration relating to our staff issues
- Monitor relevant procedures and keep up to date with any procedure/policy changes and adapt their practices accordingly
- Monitor and ensure compliance with client's policies and procedures
- Managing and keep updating shear point day to day with statistics
- Managing and keep updating PLMS (Current LMS) system day to day with statistics
- Ensure the accuracy of data entry in the PLMS (Current LMS) system to assist reporting process
- Process completed the visa applications and solve all issues relating to client LOI
- Process completed the visa applications and solve all issues relating to 3rd party LOI
- New regulations and standards to be set for MEV\LOI
- Followed the LOI deposit (Insurance) in MOI (Baghdad immigration), keep updating the deposit tracker
- Respond to requests within current service levels
- Engage with customers to ensure complaints/feedback is dealt with in a timely fashion
- Provides administration support to the People logistics department as requested on an ad hoc basis
- Manage relevant functional email account ensuring all visa requests and emails are actioned in a timely fashion (as per current service levels)
- Ensure that key performance indicators (KPI) are captured and reported on a weekly basis
- Archive records, emails and documents through share point and shared folder according to agreed team processes
- Provides administrative support and preparing the documents to People logistics department as requested on an ad hoc basis
- Follow up any other works requested and arranged by the company
REQUIREMENTS
Qualification:
- Bachelor's degree
- Minimum of 2 years’ experience with relevant the oil and gas industry
- Proven ability to work collaboratively with others
- Excellent communication and time management skills
- Overall and detailed knowledge of the People Logistics work
- MS Office:
- Excel – advanced
- Word – Intermediate
- Power Point - Intermediate
- Fluency in English and Arabic is a must
- Proven supervisory skills
- Communication skills
- Presentation skills
- Focus on continuous self-learning and improvement
- Ability to work cohesively and communicate successfully in multi-cultural teams whilst being aware of and sensitive to cultural differences
- Ability to communicate, coordinate, and manage cost data flow interfaces with each function
- Demonstrable experience in the ability to prepare meaningful reports, in clear and concise English, utilizing information and data received from third parties
ROTATION PATTERN
5/2
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.