ROLE: Administrative Assistant 

Reporting: HR/ Administration Manager

Key Responsibilities and Specific Accountabilities:
(results this role is expected to accomplish)

1. Human Resources
• Maintenance of Holiday Records
• Preparation of Employment Agreements
• Preparation and update of Job Description for personnel
• Preparing the  Employment Letters related HR Documentation (medical insurance, sick lists, bank cards, orders, vacations, job reference, salary statements, etc.) in the frame of the Labour Code
• Entering and keeping update Database and Excel spread sheet of the personnel and Contractors
2. Logistics/Operations

• Assist to HR/ Admin Manager on assisting expatriate personnel with Meet & Greet,
     Accommodation and visa requirements
• Assist to HR/ Admin Manager to arrange and manage offshore mobilisations
• Assist to HR/ Admin Manager to arrange all Travel Plans (drivers, etc.)
• Assist to HR/ Admin Manager to contact with BP Aviation Department and offshore platforms

3. General Administration
• Ensure all records in the system are kept up to date
• Procurement of all local purchases (stationary, workshop consumables, office equipment)
• Arranging appointments and meetings
• Answering phone calls, sending faxes, scanning required documents.
• Preparation and transmittal of documentation for other companies
• Preparation of time sheets for workshop employees (Trainee Mechanics, etc.)
• Supervision of cleaning personnel
• Preparation and update of the company’s telephone directory
• Travel arrangements, hotel reservations
4. Procurement
• Assist to HR/ Admin Manager to accept enquiries from Customer and send enquiries out to suppliers
• Assist to HR/ Admin Manager to process quotations and direct to Customer
• Assist to HR/ Admin Manager to accept PO’s from customer and send PO’s to Supplier
• Assist to HR/Admin Manager to expedite delivery of PO’s in timely manner and pass for invoice

Person Specification – Job Knowledge / Education and Qualifications / Personal Attributes

• Minimum 3 years experience in a similar role
• Degree Qualified
• Excellent communication skills and Fluent English, Russian and Azeri languages
• Excellent knowledge of IT
• Ability to learn quickly and adapt to new situations

Please send your CV to info@ires.az