Job Purpose
To work on the new PLMS system, control and supervise all procedures and processes of the data by uploading, updating and managing the docs in the system.
Key Responsibilities
- Keeps in touch with the department focal point to organize and facilitate the data processing
- Monitor and ensure compliance with client’s policies and procedures
- Responsible to enter, upload, update and manage the data and documents of People Logistics teams (travel, Visa, Blood test, etc)
- Ensure the accuracy of data entry in the PLMS system to assist the reporting process
- Provides administrative support and preparing the documents to the People logistics department as requested on an ad hoc basis
- Manage relevant functional email accounts ensuring all visa requests and emails are actioned in a timely fashion (as per current service levels)
- Setting up new users giving them access to the system and creating new profiles
- Monitor relevant Exit Visa, LOI & Bloods application procedures and keep up to date with any procedure/policy changes, adapt practices accordingly
- Monitor flights in/out of Iraq & Accommodations to ensure that any changes/delays are reported immediately and appropriate actions taken as stipulated in Iraq Travel Team procedures
- Arrange the booking of external events meetings, workshops, presentations etc as required
- Stock exit Visa materials daily, display and order materials as needed; folders, applications, etc
- Maintains accurate records on the logistics shared folder and ensures instructions to travelers are accurate clear and time-related
- Report to Blood Test and exit visa Supervisor any complaints/feedback to ensure all challenges are sorted appropriately
- Ensure that key performance indicators (KPI) are captured and reported on a weekly basis
- Archive records, emails and documents through share point and shared folders according to agreed team processes
- Ensure possible improvements, planning, and development to the process, procedure and performance
- Respond to requests within current service levels
- Creating data backups as part of a contingency plan
- Ensure that confidential data is stored as per relevant Data Protection Legislation
- Publish notifications related to People Logistics as/when required to the organization
- Prepare various reports for the management (Daily, weekly, Monthly and yearly)
- Engage with customers to ensure complaints/feedback is dealt with in a timely fashion
- Follow up on any other works requested and arranged by the company
Requirements
- Bachelor's degree
- More than 3 years of relevant the oil & Gas industry
- General Knowledge of the visa application, travel rules and site access
- Overall and detailed knowledge of the People's Logistics work
- MS Office: Excel – advanced, Word – Intermediate, PowerPoint – Intermediate
- Language: English – upper intermediate (verbal & written)
- Proven supervisory skills
- Communication skills
- Presentation skills
- Attention to detail
- Working under high pressure and limited time
- Focus on continuous self-learning and improvement
- Ability to work cohesively and communicate successfully in multicultural teams whilst being aware of and sensitive to cultural differences
- Ability to communicate, coordinate, and manage the travel/accommodation with each function
- Demonstrable experience in the ability to prepare meaningful reports, in clear and concise English
Rotation
14/14
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.