Executive Secretary
- BP Azerbaijan
-
Elanın qoyulma tarixi: 09.04.2012Vakansiyaya müraciət tarixi bitmişdir.
İşin təsviri
Job title Executive Secretary
About BP Our business is the exploration, production, refining, trading and distribution of energy. This is what we do, and we do it on a truly global scale. With a workforce of 80,000 employees, BP operates with business activities and customers in more than 80 countries across six continents. Every day, we serve millions of customers around the world. We are continually looking for talented, committed and ambitious people to help us shape the face of energy for the future.
To remain one of the world’s premier integrated oil companies, BP recognises that it needs a highly respected, high performing, world class HR function which combines the provision of strategic advice to business leaders with efficient and effective transactional support to managers and employees. The HR function does this through the development and delivery of well executed HR services and by defining standards, policies and processes to help ensure we have the right people in the right roles when we need them, motivated and able to deliver outstanding performance. This is achieved by delivering business partnering and support; operational excellence; people data and core HR processes; governance, policy and coherence and ensuring that we have an effective system of HR compliance and controls in line with regulatory requirements and company policies and standards and by creating coherence in core HR areas. We are looking for talented, committed HR professionals who can work with the business to deliver the right people solutions that create competitive advantage to the organisation.
Role synopsis
The Executive Secretary will report to the HR VP and will play a key role for the business by providing confidential and superior-quality secretarial and administrative support.
The post holder is required to be well-organized, demonstrate flexibility in work assignments, and communicate effectively with all levels of employees, partners, consortia and Government departments and agencies.
The post holder must also demonstrate considerable initiative, be innovative, be relied upon to take full responsibility for a task and be willing to work the schedule necessary to get the job done.
Key accountabilities Planning and Organizing:
• Managing and optimize HR VP's schedule and resolve routine issues on the HR VP's behalf
• Supporting HR VP and HRLT in organising meetings/events – venue and room logistics, issuing agendas, inviting attendees, monitoring attendees responses. Instigate audio conference calls and VCs in advance and ensure equipment in good working order prior to upcoming meeting; may include negotiating contracts, setting up catering
• Booking all travel arrangements for HR VP including flights, hotels, hire car, taxis, hotels, currency, visas etc. Preparing detailed itineraries for each trip
Communications:
• Confidently manage multiple interactions, including the highest levels of the organization, internal and external to BP
• Communicate and/or coordinate manager’s instructions with various individuals and/or departments
• Provide translation of correspondence and basic documentation and provide interpreter services when required
• Verification of invoices and contracts, including processing of E-expense statements, internal documentation
Data Management:
• Handle information of a confidential nature, ensuring all work is conducted on a strictly confidential basis, ensuring data protection
• Initiate/draft/edit/translate correspondence for manager’s final approval
• Correspondence support (formatting letters and/or report, handling e-mail, providing feedback to team members on their documents)
• Optimise and maintain various office systems (e.g. filing, web pages, etc.)
• Responsible for data entry and maintenance in SAP system (HR staff related)
• Vendor interactions, identifying/ordering gifts, team/individual/ retirement awards, ordering flowers – maintaining cost-consciousness of efforts
Essential Education
• University degree
Essential experience and job requirements
• Minimum 3 years of experience in administration
• Proficiency in English, Azeri and Russian languages
Desirable criteria & qualifications
The successful candidate is expected to have translation/interpretation skills from/ to Azeri
Experience with the following tools is preferred:
• Microsoft Outlook and Office (Powerpoint , Word and Excel) – Advanced Level
• Collaboration Tools (Video Conferencing, Net-meeting, etc)
• High level of tact and integrity due to regular exposure to confidential data.
• Skilful level and competence in interpersonal and communication skills (written and verbal), including networking, dealing with team members with tact and diplomacy
• Mastery level of competence in planning and organizing skills; including capability of coordinating priorities across managers/team members
The incumbent is required to generally work under their own initiative (pro-active, rather than re-active), setting own work plan and priorities and being well organised, demonstrating flexibility in work assignments and effectively communicating at all levels within the organization and externally.
The successful candidate is expected to understand the activity of the team and work under minimal supervision;
E-mail: [email protected]
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