ROLE PURPOSE:

Provides full secretarial, administrative, and technical support to the Country Manager, and other designated departments.

KEY ACCOUNTABILITIES:

Secretarial Support

• Provide a complete secretarial and administrative service to the Country Manager and the assigned departments to facilitate the smooth functioning and allow the team to concentrate on mainstream activities.

Correspondence

• Provide a complete correspondence service, routing communication as necessary and drafting replies, preparing presentation, invitations where appropriate to ensure that all mail is dealt with efficiently for Country Manager (CM).

Telephone Calls

• Screen and respond to incoming calls for the CM and take appropriate action to handle the situation. Make routine telephone calls to follow up actions on behalf of the CM.

Confidential Procedures

• Observe confidentiality procedures and register and track accountable documentation to ensure security and control.
• Records Management.
• Establish and maintain records and filing systems for both hard copy and electronic filing system.

Business Visits and Contacts

• Keep track of all business contacts
• Arrange meetings with PETRONAS, business partners and contractors for in country and visits to Malaysia.
• Assist with travel arrangements of leadership team from Abu Dhabi & SEA.

Diary Management

• Provide time management / diary service for the CM to ensure they are able to attend all key meetings at the appointed times with all relevant documents needed for the meeting.
• Maintains CM appointment schedule by planning and scheduling meetings, conferences, teleconferences, and travel

Travel Arrangements

• Make travel arrangements (tickets, hotels, service apartments, visa and transportation) in a cost and time-effective manner, including booking itineraries/venues for CM and the Management Team
• Administer Security Management system

Management Report

• Act as a focal point for preparation, collation and compilation of all management / departmental reports in a timely manner for the Country Manager and respective departments.
• Ensure timely presentation. To minute management meetings and follow up on CMs action items.
• Liaise routinely with other admin personnel to ensure appropriate level of co-ordination.

Scheduling

• Efficient scheduling of internal, external and international meetings and conference calls
• Plan the agenda for internal and external meetings, organize papers ensuring these are completed and circulated on time

Communication

• Ensure smooth / clear communication both internal as well as external including delivery of confidential / sensitive information to the concerned parties
• Independently handle internal and external correspondence and adhere to record retention policies and procedures

Compliance Approval

• Obtain upfront/ad-hoc approval for all business entertainment for CM.
• Provide quarterly reporting of office related entertainment to MP Compliance group for CM.
• Ensure upfront delegation of authority approval in coverage of CM travel and out of office times.

Country Response Team

• Participate in Country Response Team subject to Country Managers instruction.

Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement of systems, processes and practices taking into account the changing requirements in the business.

KNOWLEDGE, SKILLS & EXPERIENCE:

Knowledge & Experience:

• Minimum qualification required is Diploma holder.
• Minimum 4 6 years experience in a similar position.
• Proficient in using all main Microsoft Office tools/suite of program

Skills:

• Planning and organising skills
• Attention to detail
• Interpersonal and communication skills