Administration Coordinator

Administration Coordinator - Hess Libya Exploration

Job Title Administration   Coordinator
Business Unit/Department  Hess Libya Exploration
Location Tripoli
Date of Incumbent Required to join HESS Libya Current
Apply To: Vacancies.libyahess.com 
Employment status:  One year contract/ Permanent  depends on performance

Organisational Structure/Purpose
 
The role is to manage the day to day running of the Hess Libya Office, Guest House (s) and company residential accommodation.  The role has responsibilities for the safe organisation of transport and drivers, managing accommodation bookings (with the assistance of reception) and oversight of third party contractors handling office , transport and accommodation services.
The role shall have overall HSE responsibilities for the activities covered including driver safety (through the VDO system which shall be managed) and pro-active driver training, maintenance of suitable fire safety items, ensuring safe practice in office and oversight of electrical installations including electrical safety.
The Administration Manager will formally report to the DGM and take day-to-day direction from the him

Tasks
 
• Coordinate maintenance, repair, installation and attend to electrical and office appliances in HESS Offices
• Coordinate general maintenance and management of HESS offices, Guest House(s) and residential housing, and ensure efficient execution of services by third parties.
• Manage the administration department staff, including reception staff and drivers. This includes recruitment and selection, performance management, and employee development.
• Oversee the full road transport requirements of the company; hire, management, organisation and performance of drivers and vehicles; management of vehicle safety processes (VDO) and associated training; journey management
• Cooperate with the IS Supervisor in coordinating maintaining and repairing processes of computer networks and servers to ensure effective and smooth operating
• Coordinate minor electrical and appliances maintenance and repair tasks as deemed necessary.
• Attend to and represent the company in all issues related to telephone lines and telecommunication with the Telecom Libya authority and offices.
• Schedule routine check and keep maintenance records for all relevant appliances and systems.
• Prepares cost estimates and keep track of cost allocated to maintenance and repair.
• Manage and  perform any other reasonable tasks appointed to by direct supervisor.
 
Performance Indicators
 
• Performance will be measured in terms of quality and delivery of work and will be measured against agreed targets and objectives, as well as internal customer and peer review feedback.
 
Knowledge/Skills

• Ability to manage and influence members of the Administrative team (drivers, reception etc)
• Good organisational skills - Ability to set schedules and time frames and meet them(maintenance work schedules)
• Ability to build good relations with third parties (Telecoms, Contractors ..etc).
• Vehicle and driver management (including vehicle safety systems)
• Expertise in electrical and appliances maintenance.
• Expertise in supervising third party contractors.
 
Qualifications

• High School or college Degree in an appropriate subject.
• 3 - 5 years experience in Office /Maintenance / Facilities Coordination
• Preference given to past experience in vehicle management (including vehicle safety)
• Excellent knowledge of appliances maintenance and electrical systems
 
Key Competencies

• Good interpersonal skills.
• Hard working and ability to work under pressure.
• Excellent knowledge of electrical systems and appliances maintenance techniques.
• Able to identify and solve equipment malfunctioning related problems.
• Excellent coordination skills
• Self motivated, able to work unsupervised, and flexible (sometimes unsocial) hours.
• Ability to communicate effectively in English and Arabic, both orally and in writing.

The deadline for submission of applications : 21/7/2010