Departmental Assistant

**ROLE DETAILS**:
Job Title
Departmental Assistant

Line manager
Office & Admin Manager

Location
Cairo, Egypt

Department
Egypt

**PURPOSE OF ROLE**:

- To provide pro-active secretarial and administrative support to the Departmental Managers in the Cairo Office (Exploration, Finance, IT, HSSE etc).

**PRINCIPLE DUTIES**:
**Meetings**:

- Managing the departmental managers daily schedule, ensuring they attend meetings on time with the appropriate documents / papers
- Organise both internal and external meetings; prepare and circulate papers / agendas in advance of meeting; maintain minutes / records of meetings attended and follow up on agreed actions.
- Arrange catering and hospitality for meetings as required.
- Ensure video conferencing facilities / conference calls are set up in advance of planned meetings.
- Arrange team meetings, one-to-one meetings, and team events.
- Meet and greet visitors as required and inform reception of all external visitors in advance

**Correspondence**:

- Assist department managers in managing external correspondence with partners, regulators (EGPC, MOP, etc.), contractors and other stakeholders.
- Knowledge in standard formats and protocols in terms of communication and document review / writing
- Typing, preparing, and printing correspondence, reports, minutes of meetings, letters, etc. Opening and distributing incoming mail to relevant team members.
- Maintaining and updating contact lists relevant to the business, such as partners, regulators, contractors, and other stakeholders.
- Providing basic Arabic to English translations for incoming / outgoing letters.

**Filing**:

- Manage and maintain all general and confidential electronic and manual files as they relate to the designated departments.
- Ensure that all records are accessible for department staff and up-to-date and that the filing system is kept in good order.
- Liaise with Capricorn HQ to ensure all key documents are archived appropriately and in line with Company guidelines.

**Administration**:

- Coordinate with relevant functions and EA’s to ensure scheduling and meetings are facilitated efficiently.
- Filter telephone calls, documents, correspondence, and messages ensuring information is passed to the relevant departmental managers or forwarded to the appropriate team member / department in a timely manner, in line with Capricorn corporate standards related to media and security

**Financial**:

- Complete expense forms for the department managers, ensuring all receipts are supplied and according to company protocol and process.
- Raise requisitions and ensure purchase orders are approved and released.
- Ensure goods are receipted.
- Complete timesheets for department mangers as required.

**Miscellaneous**:

- Attend regular departmental team meetings.
- Coordinate with EA’s on new starts/leavers within the department and raise appropriate paperwork e.g. relevant authorisations in place, IT form etc.
- Undertake any other related activities as required by the departmental managers

**EDUCATION/EXPERIENCE/SKILLS REQUIRED**:
**Education**:
**Relevant Experience / Skills**:

- Minimum 5 years’ experience of operating as a departmental administrative assistant in an Oil & Gas company.
- High level of integrity with the ability to maintain trust and confidentiality.
- Strong initiative, self-motivation, confident, self-assured, highly adaptable, calm under pressure.
- Proficiency in Microsoft Word, Excel, PowerPoint and Outlook.
- Ability to produce accurate minutes of meetings.
- Ability to work under pressure in a fast-moving environment and flex as required, working extra hours if needed.
- Demonstrates a methodical approach and strong attention to detail.
- Can plan, prioritise and deliver to tight timescales.
- Able to build and maintain effective relationships and networks both internally and externally.
- Strong communications skills; able to communicate clearly and concisely both verbally and in writing in Arabic and English.
- Applicants must have the right to work in the Egypt without sponsorship.

**Company Values and High Performing Behaviours**:
**Values**:

- Respect
- Relationships
- Responsibility

**High Performing Behaviours**:

- Be Entrepreneurial
- Be Empowered
- Be Collaborative
- Be Safe
- Be Focused
- Be Open
- Be a Leader