Accountabilities:
Agenda Management e.g. monitoring, managing, sorting, or routing messages, emails, to respective parties; following-up on items requiring action; keeping track of the whereabouts of staff in the department.
Travel arrangements i.e. making arrangements for staff(s) as required for the required travel location such as visa requirements
Organizing/coordinating events in/outside Shell offices e.g. for social events, conferences, workshops, meetings, lunches, trainings, talks. These events usually require the job holder to research venues, negotiate with 3rd parties and undertake costing activities. Accountable for full administration before/during/after the event.
Visitor arrangements – making arrangements for visitor(s) at the office, which includes preparing the agenda, organising site access, greeting and escorting the visitor(s) as needed.
Finance management e.g. maintenance of accounts, assisting to verify invoices related to the department, supporting the budgeting process and any other data analysis.
Publishing e.g. co-ordinating printing of conference papers, reports, news forum, newsletter and website.
General office management e.g. assisting to prepare documents, reports, presentations; preparing meeting minutes (minutes, outcomes, action plans, follow up); drafting routine letters; preparing meeting minutes (minutes, outcomes, action plans, follow up); on-boarding new staff in the department on office matters etc."
Support planning team on regular reports and data analysis with timely manner and accuracy, include master data update, inventory status reconciliation, purchase order & shipment tracking, demand forecast update