Operations Admin Assistant

Operations Admin Assistant

(Third Party Contractor)

Jakarta, Indonesia

Role Purpose:

To provide comprehensive administrative support to the Operations & Development team. In addition, to ensures efficient day-to-day operations, serving as a key point of contact and coordinating schedules, travel, documentation, and communication within the department.


Responsibilities include but are not limited to the following:

Training Support

• Develop, update, and obtain approval for training matrix.
• Support operations team in monitoring training needs based on HSSE and Operations training matrix on the operations documentations system.
• Support to record operations training matrix realizations including reminding the certificate for training expired date to all operations officers both Jakarta and Field.

Travel Coordination

• Efficient planning and organizing of itinerary and destination, coordinating with travel agents and general affair officer to ensuring smooth flight schedules, land transportation and accommodation, including obtaining necessary approvals.
• Collaborate and maintain a professional relationship with hotel PIC and also collaborate other business unit admin assistance for accommodation support.
• Visa handling for superior as necessary.

Correspondence

• Ensure smooth/clear communication to internal and external parties, including delivery of confidential/sensitive information to the concerned parties.
• Receive and screen communications to the Deputy President Director including requests for meetings.
• Independently handle internal and external correspondence for Operations and Development Officer including letter drafting, routing, receiving, sending, translating, distributing and adhere to record retention policies and procedures.

Scheduling

• Coordinate and maintain efficient scheduling of internal, external and international meetings and conference calls.
• Schedule and confirm appointment for Operations & Development department.
• Plan the agenda for internal and external meetings, organize papers ensuring these are completed and circulated on time. 
• Responsible for any purpose related to Operation filing room and reservation to the operations meeting room.

Documentation & Record Management

• Support in managing any operations documents and records.
• Maintain strict confidentiality and corresponding electronic filing system.
• Coordination with offshore team and document controller according to existing procedures.
• Complete relevant forms in accordance with company procedures.

Expense Handling

• Process expense, payment voucher, claims, reimbursements, and advance request.
• Process external invoices and coordinate with Finance & Accounting Department for timely payment.
• Sourcing and ordering stationary and office equipment for Operations and Development Officer.

HSSE Commitment

• Shall comply with all Company HSSE Policy, Standards, and Procedures.
• Demonstrate HSSE commitment in any activities starting from an initial plan until the completions, becoming role model, and actively participate in any Company HSSE initiatives.
• Responsible for working safely and environmentally manners.

Qualifications include but are not limited to the following:

• Minimum obtained diploma degree (D3).
• Minimum of 3 years of secretarial experience in administrative area.
• In depth knowledge and understanding of relevant administrative clerical procedures and their importance to the overall functioning.
• Well-developed understanding of relevant administrative and secretarial activities.
• Excellent communication skills both written and verbal.
• Computer skills with knowledge of MS Office Suite is essential.

If you are interested in joining our team, click "Apply for Position" on this webpage.

Position is for Indonesian national only.


DISCLAIMER:

Please be aware that Mubadala Energy will never request payment during the hiring process. Legitimate job openings can be found on our official website or through our job portal at https://www.careers-page.com/mubadalaenergy

All official communications will originate from an @mubadalaenergy.com email address, so please verify the identity of any recruiters you may encounter.
Mubadala Energy is not responsible for any losses incurred due to recruitment scams. Stay vigilant and protect yourself from job scammers. 

By applying for this position at Mubadala Energy, you expressly consent to the collection, use and sharing of your personal information for recruitment and employment purposes in accordance with the Mubadala Energy Data Privacy Policy and the country specific Personal Data Protection Act.