ADMIN

Team Assistant Job Vacancy: opportunities at bp


Job Vacancy: Team Assistant

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  • Location: South Africa – Johannesburg
  • Travel Required: No travel is expected with this role
  • Job Category: Operations
  • Relocation Available: This role is not eligible for relocation
  • Job Type: Professionals
  • Job Code: RQ068163
  • Experience Level: Entry
  • Entity: Customers & Products
  • Job Family Group: Operations Group

Job Summary:

This role is responsible for providing efficient, effective, and comprehensive administrative and secretarial support and service to the General Manager Midstream and direct reports.

Job Description:

Key Accountabilities:

A. Management of key HSE safety agenda items

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

B. 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.
  • Management and follow-up of actions, emails, and correspondence.
  • Team Meeting co-ordination.
  • Co-ordination of travel arrangements, accommodation, and itineraries.
  • Answering and screening calls, taking messages, and passing them on accurately.
  • Managing, capturing, and processing monthly expenses via the Concur System.
  • Control and Co-ordination of the purchase and issue of office stationery.
  • Assisting the team with planning and co-ordination of external meetings and office events.
  • Maintaining the annual leave roster for General Manager Midstream and their direct reports.
  • Providing administrative support for international visitors.

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

  • Processing Purchase Orders and maintaining the PO database.
  • Assisting with the preparation of presentation materials.
  • Liaising with CBM team to co-ordinate and plan various meetings and reviews.
  • Maintaining the Midstream and Refining DMS database.
  • Acting as the POPIA Act SPA for Midstream and Refining.
  • Arranging monthly Midstream and Refining Townhalls.

Job Holder Requirements:

Team Assistant Education:

  • Matric, Secretarial Diploma, or equivalent is a requirement.

Experience:

  • Previous experience in an Executive Support Role (3-5 years), with relevant experience in supporting Senior Leaders/Executives.

Skills & Competencies:

  • Skillful application of achieving remarkable performance.
  • Skilful application of embracing the changing business environment.
  • Skilful application of initiative and leadership.
  • Expert application of working with others to make a real difference.
  • Skilful application of making informed and effective decisions.
  • Basic application of creating innovative solutions to business challenges.
  • Proactive, ability to work outside normal working hours, ability to work independently.

Travel Requirement: No travel is expected with this role

Relocation Assistance: This role is not eligible for relocation

Remote Type: This position is a hybrid of office/remote working


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