Company Profile
Oceaneering is a global oilfield provider of engineered services and products primarily to the offshore oil and gas industry, with a focus on deepwater applications. Through the use of its applied technology expertise, Oceaneering also serves the defense, entertainment, and aerospace industries. Oceaneering’s business offerings include remotely operated vehicles, built-to-order specialty subsea hardware, deepwater intervention and manned diving services, non-destructive testing and inspection, and engineering and project management.
Title: Administrative Assistant
Location: Baku, Azerbaijan
Duties & Responsibilities
Purpose
To provide primary administrative support as well as general assistance to line manager.
Functions
ESSENTIAL
Set up and maintain the required filing system
To create and maintain company personnel tracking information
Collection of company personnel’s tracking documents (copy of passports, copy of air tickets, etc.) and filing them in a correct way
Obtain of visas and issue of Letter of Invitation for company employees
Arrange for incoming personnel to be met at the airport/helicopter station and transported to their final destination in region
Make hotel reservations and dealing
Act as the point of contact in all training related issues
Support and assist with the co-ordination of all training courses in Azerbaijan / Gerogia
Ensure all training courses recorded
Update training matrix
Upload the employees certificates to LMS
Assist with the management of ensuring the training authorization and request process is adhered to company regulations
Ensure company employees are registered at the State Immigration Services in a timely and efficient manner
Ensure all visit visas requested into Azerbaijan/Georgia are processed in a timely and efficient manner
Assist with paperwork on all immigration and Labour Ministry related issues for employees (and dependent families)
Liaise with staff, managers and other members of the HR team to ensure all staff based in Azerbaijan and Georgia is employed legally
Responsible for preparing the paperwork and liaise with In-Country Manager on residence permit and work permit for Azerbaijan and Georgia employees
Work with and support UAE, UK offices
Assist staff with any queries that they might have with the above
Perform other ad hoc tasks and projects contributing to the smooth running and effectiveness of the Human Resources Department
NON-ESSENTIAL
The list of job duties is not exclusive or exhaustive and the post holder will be required to undertake tasks that may reasonably be expected within the scope of the post
Assist with any other duties as and when required
Undertake specific projects as instructed by management
Safety
Ensure that the Safety policies and procedures are understood and adhered to so far as is reasonably practicable in order to ensure a safe working environment.
Other
Carry out work in accordance with the Company Health, Safety, Environmental and Quality Systems.
Perform the assigned tasks with due diligence regarding the Integrated Management Systems on the Company.
Eliminate waste of whatever form, to suggest the use of more environmentally friendly substances and practices and contribute to the continuous improvement of the environment.
Supervisory Responsibilities
This position has NO direct supervisory responsibilities.
Qualifications
REQUIRED
Minimum Standard Grades education (E)
DESIRED
A post graduate qualification such as a MSc (P)
Knowledge, Experience, Skills, Abilities, and Other Characteristics
Ability to communicate well in English both orally and in writing (E)
Previous administrative experience (P)
Excel(E)
Word (E)
PowerPoint(E)
Must be familiar with QA/QC systems and procedures (P)
Ability to manipulate and co-ordinate large volumes of data quickly and accurately (E)
Able to work under own initiative with periodic management guidance (E)
Ability to generate a team approach to problem solving and a good team player (E)
Working Conditions
This position is considered OFFICE WORK which is characterized as follows.
Almost exclusively indoors during the day and occasionally at night
Occasional exposure to airborne dust in the work place
Work surface is stable (flat)
Physical Activity/Requirements
The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
Closing Statement
We offer a competitive salary, a comprehensive benefits package, relocation support and the opportunity to advance in an international company.
All candidates can only apply via company website www.oceaneering.com