Department Assistant

The Department Assistant reports directly to the Manager(s) and is responsible for all administrative activities that must be performed to ensure timely and efficient project execution. Working together with the Department team, the Assistant is responsible for coordination of all administrative activities.

Roles & Responsibilities:

• Works closely with Manager and respective group
• First Contact for Manager and department
• Perform a variety of tasks and administrative functions, including written and verbal communication
• Perform administrative duties to include phone coverage, meeting coordination (including room reservations, catering, teleconferences and video conferences), report preparation, presentations, composing correspondence for signature, expense reports etc.
• Coordinate global travel arrangements for maximum cost effectiveness to include processing via application and adhering to security travel advisories.
• Schedule appointments and coordinate department’s or manager’s interface with other company organizations, clients, and external groups.
• Perform general office duties to include mail distribution and creating and maintaining department files
• Assist with planning functions to include agenda, socials, lunches, and specialized training
• Assist with arranging all the necessary for new starters either in house or at site (Rates, Paafs, RSA requests for hardware, software, access to directories etc. and if necessary also flights, hotel, resumes, etc.)
• Maintain contact lists
• Read and scan the e-mails from the Department Head (DH), where necessary discuss with DH and take action.
• Participates in department meetings
• Helps to provide/gather input for Manpower/staffing schedules via WFM
• Coordinate with the respective jobsites the latest issue of their staffing scheduled and if necessary discuss any questions or discrepancies.
• Timesheets approval
• Expense Reports
• Various administrative tasks that come with the daily business
• Other duties as assigned

Profile/Job Requirements:

• Preferably Full time – 40 hours a week (min. 32 hrs)
• 50% of the working hours NB charged to Projects
• Preferably work experience within Departmental environment
• Proficient in standard software used in word processing, creating spreadsheets and presentations, e-mail file management/storage and database management (e.g. Microsoft Word, Excel, PowerPoint, Lotus Notes)
• Basic interpersonal and communication skills, both written en verbal
• Fluid (writing and verbal) in English is required
• Superior organization skills, judgment & flexibility
• Accountable
• Integrity
• Handles stressful situations
• Team player with a flexible attitude
• Pro active
• Cultural sensitive
• Organizational sensitive
• Client (both in- and external) focused 

Duration: Start date: ASAP / End date: undefined