SITUATION IN ORGANIZATION

Finance Division, reporting directly to the Finance Manager

PURPOSE

The job purpose is to ensure that the Finance Manager and all members of the Finance Division are provided with the sufficient administrative support to facilitate smooth operations. The incumbent will have constant interactions with internal and external stakeholders and customers and will ensure and maintain a safe office environment for the Finance Division.

ACCOUNTABILITIES

To provide the required administrative and secretarial support to the Finance Division.

ACTIVITIES

HSE

• Act as a safety role model from an Administration perspective
• Drive and incident free environment through establishing and maintaining a strong safety culture.
• Ensure all activities and work under the remit of the Finance division are performed with an Incident Free mindset.
• Update number of days worked in Finance team for HSE KPIs

DOA

• Delegation Of Authority of 29 NOC departments (15 Support and 14 Operational) from CEO to
• lower level of authority related to External & Internal Commitment, Payment, Advance request, Special Power
• 200 releasers in SAP, 500 users involved in the invoicing flow (Average 3,500 invoices received
• per month)
• 9 Accountants and 19 cost controllers with direct action in SAP IMP

Planification / Organisation

• Provide support with the scheduling and coordination of meetings, appointments and meeting room bookings, and catering
• Organize and actively contribute to the organization of meetings/team events. Work in close conjunction with the Public Relations department to ensure smooth running of all external events where the Finance Division is present
• Actively participate in Finance Division Meetings and provide minutes and actions during management meetings and follow up on a regular basis. Monitor that all weekly and monthly reports/minutes are up to date with no outstanding actions

IT

• Ensure that access rights to the Finance section of the share drive (N:) are always updated per the defined rules
• Maintain/update the Finance section of the NOC intranet. Recommend improvements in concertation with Finance team leaders.
• Be able to create vendors in SAP in the absence of the Lead, Compliance and Master Data

Purchase requests / call offs

• Prepare purchase requests or call-offs related to the daily operations of the Finance Division: business cards, stamps
• Ensure that the division has an adequate stock of stationery items at all times by Liaising with Contracts & Procurement and placing orders when necessary

Travel and Expense claims

• Management of Finance Travel and logistical arrangements and itineraries, both for outgoing and incoming visitors.
• Prepare purchase orders or call-offs for hotel rental, car rental, etc...
• Book hotels and flights in coordination with General Services
• Obtain building passes and parking spots (if applicable) for visitors
• Assist Finance team members in preparing an expense claim for submission. Check expense claims for compliance prior to submission to Finance Manager.

New starters and visitors

• Coordinate requests for the on boarding of new starters (IT requests, access cards, parking space...) with General Services and Information Solutions division
• Be a focal point for new starters in all practical matters (General Services, HR, IT...)
• Act as first point of contact for visitors, control the movement of incoming and outgoing visitors ensuring that they are escorted at all times.

Behaviors

• Maintain strict personal confidentiality and ensure that all information, written and verbal, obtained in the course of the work is handled in strict confidence.
• Building on relationships with external parties and internal support functions
• As first contact point of third parties into the Finance department, always present a respectful and welcoming demeanor
• Uphold and be a role-model for the NOC Company Core Values

Other

• Draft, modify or cosmetically improve documents in a timely manner with a high degree of accuracy, including emails, internal/external correspondence, presentations, reports, dashboards and memos at the request of team leaders
• Create and maintain an efficient document control and filing system for the Finance Division, particularly for incoming / outgoing correspondence, working with team leaders to ensure that no duplication exists. All information relating to administration and records management, is recorded and filed in the appropriate locations
• Screen telephone calls for team leaders who request it, take messages, prioritize calls and redirect as necessary
• Carry out customary administration and paper work processes (photocopy/scan dispatch and filing of documentation)
• Coordinate the maintenance of the office/equipment via General Services and Information Solutions Divisions
• In addition to own area of responsibility, support the business activities as required;

CONTEXT AND ENVIRONMENT

Office based in Doha, Qatar. Must be willing to participate in crisis response training and to assist during emergency response situations if required.

QUALIFICATIONS & EXPERIENCE REQUIRED

Qualification: College Degree in Management or Finance.

Professional Experience:

• 10+ years of Secretarial and office management experience
• Mastery of Microsoft office products (Powerpoint, Word, Excel, etc...)
• Proficiency in Secretarial and office management activities
• Must be Fluent in English (Verbal, written and spoken),
• Able to work under pressure and meet deadlines, customer oriented, organised, flexible, open to other cultures, autonomous, good team player, pro-active, high attention to details, good problem solving skills, strong communicator.
• Oil & Gas experience is a plus