JOB TITLE: Executive Secretary for Resource Vice President

EMPLOYER: BP

 

About BP Our business is the exploration, production, refining, trading and distribution of energy. This is what we do, and we do it on a truly global scale. With a workforce of 80,000 employees, BP operates with business activities and customers in more than 80 countries across six continents. Every day, we serve millions of customers around the world. We are continually looking for talented, committed and ambitious people to help us shape the face of energy for the future.

 

To remain one of the world’s premier integrated oil companies, BP recognises that it needs a highly respected, high performing, world class HR function which combines the provision of strategic advice to business leaders with efficient and effective transactional support to managers and employees. The HR function does this through the development and delivery of well executed HR services and by defining standards, policies and processes to help ensure we have the right people in the right roles when we need them, motivated and able to deliver outstanding performance. This is achieved by delivering business partnering and support; operational excellence; people data and core HR processes; governance, policy and coherence and ensuring that we have an effective system of HR compliance and controls in line with regulatory requirements and company policies and standards and by creating coherence in core HR areas. We are looking for talented, committed HR professionals who can work with the business to deliver the right people solutions that create competitive advantage to the organisation.

 

Role synopsis

 

Planning, guiding, facilitating and monitoring the VP's (Vice President) business priorities and activities across the region in order to optimize efficiency, engagement, connectivity, communication and alignment with internal and external teams and stakeholder groups.

 

Key accountabilities

 

• Manage and optimize VP’s schedule and resolve routine issues on the VPs’ behalf.

• Organize meetings/events – venue and room logistics, issuing agendas, inviting attendees, monitoring attendees responses. Instigate audio conference calls and Video Calls in advance and ensure equipment in good working order prior to upcoming meeting; may include negotiating contracts, setting up catering

• Booking all travel arrangements for VPs. Preparing detailed itineraries for each trip

• Liaison with internal and external customers: Act as the first point of contact for both internal and external visitors wishing to contact VP.

• Confidently manage multiple interactions, including the highest levels of the organization, internal and external to BP.

• Communicate and/or coordinate manager’s instructions with various individuals and/or departments.

• Provide translation of correspondence and basic documentation and provide interpreter services when required

• May include maintaining web servers, utilizing Documentum, records storage, and file/archive storage systems

• Handle information of a confidential nature, ensuring all work is conducted on a strictly confidential basis, ensuring data protection

• Initiate/draft/edit/translate correspondence for manager’s final approval

• Correspondence support (formatting letters and/or report, handling e-mail, providing feedback to team members on their documents)

• Optimize and maintain various office systems (e.g. filing, web pages, etc.)

• Performance management support of team metrics (KPI measurements/ tracking, intervention)

• Responsible for data entry and maintenance in different systems as required

• Technical support for team members around software, network, printing/plotting, graphics (design, printing), computing solutions (hardware/software), and other computer-related processes.

• Processing of E-expense statements, POs, LVOs preparation.

• Accounting support (invoice processing, budget tracking)

 

Essential Education

 

• University degree

 

Essential experience and job requirements

 

• Minimum 2 years of experience in administration

• Advanced knowledge of Azerbaijani Language, both written and verbal

• Fluency in English, strong verbal and written communication skills

 

Other essential skills and knowledge

 

• Full range of top-class administrative skills, including organization, prioritizing, forward planning and general administration.

• Proactive and organized with a strong ability to forward plan and anticipate requirements

• Ability to work with others in a team, sharing responsibility for quality and delivery with colleagues

 

Desirable criteria & qualifications

 

• User knowledge of follwing MS Office applications: Excel, Word, Power Point, Oulook.

• Strong verbal and written communication skills

• Highly flexible and adaptable, with strong inter-personal skills

• Supportive team working and networking skills

• Knowledge of BP's systems and processes(e-expenses, timewriting

 

E-mail: [email protected] 

 

DEADLINE: 2012-06-29

 

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