Senior Admin Assistant

ROLE PURPOSE:

The position is a role to provide administrative support for Mubadala Energy office in Malaysia. The incumbent will be responsible to assist the Office Manager to ensure that the office is fully equipped, well maintained and kept in a safe and conducive working environment. The role will manage the travel desk which includes, hotel, flight tickets and land transportation services.

KEY ACCOUNTABILITIES:

Administration

• Create memos, correspondence, email notification and other documents when required
• Liaise with IT on IT related office equipment.
• To manage office admin contractors and service providers
• Assist in managing stock and purchase of pantry items according to Approved Contract Value (ACV).
• Assist in managing stock and purchase of stationery items according to Approved Contract Value (ACV).
• Maintain an expense tracking system on Excel and create a monthly report on expenditure.
• Assist to provide support for office maintenance and liaise with building management.
• To maintain, track and provide report on office asset listing.
• To support reception duties in the absence of the receptionist
• To manage the team in the absence of the Office Manager

Purchasing/ Oracle System and Payment Follow-up

• § To provide scope of work, contract cost estimation, change to contracts and other things related to establishing new contracts or updating existing contracts.
• § Work with Project Services / Supply Chain team to raise Purchase Requisition (PR) within the approved limit of Approved Contract Value (ACV) and WP&B (Work Programme and Budget) for the respective year.
• § Liaise with account on payment processes.

• § Be familiar with all the items raised for the department and maintain a PR summary file

• § Tracking of PR/PO/invoices to ensure efficient handling and completeness

• § Work with Project Services / Supply Chain team to ensure that invoices are reviewed and verified before endorsed and approved by the respective department managers as required.

Travel Desk

• Coordinate travel arrangements for employees accommodation, flight tickets & land transporation.

• To manage the travel desk implant as well as managing travel contracts Airline ticketing & land transportation.

• To negotiate best rates for accommodation, transportation etc.

• Establish and negotiate yearly corporate rate and credit facilities contract for accommodation, transportation etc.

• To ensure that travellers supporting documents are completed and approvals are obtained prior to travel date Travel Request Form (TRF) via Oracle or manual form when required, Cost Time Request and/or special arrangements from Management

• To manage and update the Business Expenses Travel Policy

Filing Management for Office Admin

• § Create the document management systems for the department and ensure documents filing follow a system that ensures easy / accessible retrieval maintaining strict confidentiality. Maintains a corresponding electronic filing system

• § To ensure all correspondence are shared with Executive Assistant to be saved in Management Safe.

Acting Office Manager in the Absence of Office Manager

• § With the approval of the Country Manager, the incumbent will take responsibility of the Office Manager role during his/her absence.

• § To ensure daily office support and operation continues as normal in accordance with the procedure and policy.

• § To monitor the admin teams discipline and to ensure the individuals performs their duties as required.

KNOWLEDGE, SKILLS & EXPERIENCE:

Knowledge

• Diploma/Degree qualifications preferred. Experience

Experience

• Minimum of 5 - 7 years of experience in an administrative role within the oil & gas industry, desirably in upstream operations.

Skills

• Intermediate Microsoft Office skills (Word, Excel, Outlook, Power point). Great written and verbal communication skills in English