Job Purpose
Assists the Head of Security Support in all the administrative tasks of the security support function of Project.
Key Responsibilities
Administration:
- Ensure all administrative activities (including budget review, procurement process, timesheet review, expenses review, contractor bill payment, call for tender process, mission order, specific notes, mandatory reports, etc) are updated and completed in a timely manner
- KPIs monitoring and update in dashboard
- Ensure the secretarial activities (mail, purchase request, service order)
- Maintain electronic filing system for sec
- Manage EIA, annual leave, timesheets, rotational plan, and mission orders, for security department staff
- Process the expenses claim
- Write and translate the memos
- Ensure the diffusion of internal documents and the management of the files
- Order and follow material office
- Ensure intranet data base administration (access right)
- Prepare security staff administration folder
- Gather all necessary information’s to keep project planning updated
- Participate to the recording of the security internal planning (hr mobilization follow-up, call for tenders, POB ramp up) related to the different project phases
- Follow and classify all security events/incidents in liaison with security analyst and security leads
- In liaison with security analyst, follow and record the security REX and lessons learnt process
- Follow PR/PO in liaison with finance and contract; draft PR forms and follow process of PR creation in SAP
- Liaise with the cost controllers (FIN dep) to get the real time figures for the budget, upon management instructions
- Support for all CRF drafting and signature process
- Review each WBS, total amount, and technical documents for each security invoice for management approval
- Control and monitor the projects expenditure and assisting in cost trend analysis with security team
- Create purchase requests, call-offs, and service orders
- Track purchase requests, call-offs, and service orders
- Keep HR security team monitoring up to date (mobilization, contracts beginning/end, etc)
- Control all security contracted companies’ payments
- Solve all complaints and grievances received, whether by the contracted companies or contractor’s employees
- Manage the security database software and the incident, accident, events and recording
- Develop graphs, reports, and presentation of the incident, accident and events when required
- Ensure the follow-up and execution of actions determined after incident, accident, audit and analysis
- Contribute to the build-up of the information related to security contracted personnel in the security data base
- Check the integrity of the contracted security personnel database frequently
- Prepare the planning schedule for the security requests and projects upon request
- Prepare, update and periodically issue the planning schedule for all works relevant to security
- Comply with all company’s HSE policies and procedures to minimize risks, and contribute to safety campaign
- Coordinate with other departments for the security requests approval and call-offs release status
Security cost, budget follow up for all activities & requisitions.
Requirements
- Higher diploma in administration is required, a degree is preferable
- Minimum 3 years’ experience in oil & gas environment with planning, budget and document control
- Minimum 3 years’ experience in accounting and business administration
- Minimum ten (10) years of experience in a similar position in Basrah province
- Experience in oil & gas environment strong experience in working on support/admin departments within IOCS
- Familiarity with crisis management and incident response protocols
- Training and education experience
- Strong experience of working in multicultural environment, especially with IOCS
- Good communication and observation skills
- Sense of responsibility, initiative, and dependability
- Ability to solve problems and to take initiatives
- Good understanding in document file management
- Good knowledge in computer usage of file management system
- Good presentation and contact, fluent in English and Arabic, spoken, written French is a plus
- Excellent knowledge of UNISUP/SAP software, Microsoft project planning application
- Advanced MS office competencies with excel software
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.