Team Assistant - Johannesburg at BP International

Job Description:

Key Accountabilities:

Management of key HSE safety agenda items

• Act and remain and trained and compliant as the HSSE and Fire Marshall for the Midstream floor at the office representing Midstream at the various safety meetings.
• Communicate as required the office safety agenda and meetings
• Maintain the Midstream HSSE notice board to ensure good safety communication.
• Maintain the Midstream DSS database and submit to line managers for action

Provide secretarial and administrative support to General Manager Midstream and direct reports including:

• Diary Management & Co-ordination of internal meetings, travel and ad hoc arrangements as required from time to time.
• Management and follow up of actions, emails and correspondence
• Team Meeting co-ordination
• Co-ordinates travel arrangements, accommodation and itineraries including external guests and 3rd parties. Answers, screen calls and takes messages when the team members are out of the office and ensures that messages are passed on to the right people accurately.
• Manage, Capture and Process the monthly expense capturing via the Concur System
• Control and Co-ordinate the purchase and issue of office stationery
• Assists the team with the planning and co-ordination of external meetings and office events
• Maintain the annual leave roster for General Manager Midstream and their and direct reports.
• Provide administrative support for international visitor

Co-ordinate & Manage other key administrative activities such as:

• Process Purchase Orders maintain the PO database to ensure no PO’s open > 60days and ensure 100% P2P compliance for own P2P process.
• Assists with preparation of presentation materials
•  Liaise with CBM team to co-ordinate and plan all the CBM monthly reviews e.g. MR, Retro, performance sessions, LT meetings, QSE, OPR and QPR meetings   and associated planning.
• Co-ordination and including Agenda preparation, action taking and follow up thereof.
• Maintain the Midstream and Refining DMS database.
• Act as the POPIA Act SPA for Midstream and Refining
• Arrange monthly Midstream and Refining Townhalls

Job Holder Requirements:

Education

• Matric, Secretarial Diploma or equivalent is a requirement.

Experience

• Previous experience in a Executive Support Role (3-5 years), (must have relevant experience in supporting Senior Leaders / Executives)

Skills & Competencies

• Skillful application in the ability to work in ways that achieve remarkable performance
• Skilful application of the ability to embrace the changing business environment
• Skilful application of an awareness and ability to willingly take initiative lead when needed
• Expert application of the ability to work with others to make a real difference
• Skilful application of the ability to make informed and effective decisions
• Basic application of the ability to create innovative solutions to business challenges Proactive, ability to work outside normal working hours, ability to work independently