Puma Energy Vacancies 2018

Posted on :

22 Nov, 2018

Category :

Administrative Jobs in Ghana

Puma Energy is a global integrated midstream and downstream oil company active in close to 45 countries. Formed in 1997 in Central America, Puma Energy has since expanded its activities worldwide, achieving rapid growth, diversification and product line development. The company directly manages over 7,500 employees. Headquartered in Singapore, it has regional hubs in Johannesburg (South Africa), San Juan (Puerto Rico), Brisbane (Australia) and Tallinn (Estonia).

Puma Energy’s core activities in the midstream sector include the supply, storage and transportation of petroleum products. Puma Energy’s activities are underpinned by investment in infrastructure which optimises supply chain systems, capturing value as both asset owner and marketer of product. Puma Energy’s downstream activities include the distribution, retail sales and wholesale of a wide range of refined products, with additional product offerings in the lubricants, bitumen, LPG and marine bunkering sectors. Puma Energy currently has a global network of over 2,000 retail service stations. Puma Energy also provides a robust platform for independent entrepreneurs to develop their businesses, by providing a viable alternative to traditional market supply sources.

Job Description:

Puma Job Title: Executive Assistant

Puma Grade:

Department: 30GM Puma – General Management

Geographical Scope: Ghana

(Country)

Reports to: the West Africa Chief Operating Officer and Country General Manager.

Supervisor Location:

Reporting relationship is:

Close (ie: same office)

Remote

Key Relationships:

  • Internal – Puma W/A COO, Ghana GM / Ghana Leadership
  • External – Embassies/ Hotels / Airline Agents

Function:

To provide support to the Puma Western Africa COO, Puma Ghana GM, with all administrative functions.

Key Responsibilities:

  • Manage W/A COO, and Puma Ghana GM’s diaries, including meeting rooms, VC’s and conference calls.
  • Screen all incoming calls into the COO’s / GM’s office
  • All travel arrangements for W/A COO, and Puma Ghana GM’s and any other employee.
  • Manage all Board Executive travel matters whilst in Ghana
  • Manage W/A COO, and Puma Ghana GM’s expense claims
  • Guest services on behalf of W/A COO, and Puma Ghana GM’s
  • Manage visa applications for W/A COO, and Puma Ghana GM’s and other staff on official travels
  • Review of invoices for Puma Energy, if correct ensure invoice is sent to accounts for payment
  • Flights
  • Hotel
  • Lunches / Dinners
  • Visas
  • Booking of transfers for guests
  • Booking of lunches and dinners
  • Coordinating large meetings for Trafigura and Puma Energy entities
  • Providing letter of invitations various travelers for visa applications
  • Handling of highly confidential information and ensuring all information is handled in a sensitive manner
  • Hosting of large meetings such as GM’s meetings and Budget meetings (agendas, logistics, catering etc for groups )
  • Assisting with the coordination of the annual Christmas party
  • Assisting with minutes of Leadership meetings.
  • Balance conflicting priorities in order to manage workflow and meet critical deadlines
  • Interact professionally with clients and associates at all times, interact with a variety of individuals in a courteous, professional manner
  • Work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting other departments
  • Compiling presentations for different departments ensuring the look professional and to company standard
  • Ad hoc private requests by W/A COO, and Puma Ghana GM’s and families.

Requirements:

  • Full comprehension of office management systems and procedures
  • Excellent knowledge of MS Office especially Excel and PowerPoint
  • High level verbal and written communications skills
    • Exemplary planning and time management skills
    • Up-to-date with advancements in office gadgets and applications
    • Ability to multitask and prioritize daily workload
  • Analytical skills to review and reply letters on behalf of the West Africa COO and Ghana GM or any other Senior Manager
    • Discretion and confidentiality
    • First Degree in Communication, humanities, management or marketing; additional qualification as personal assistant would be considered an advantage

Experience:

  • Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position in a Multi-National company supporting the Sub-Regional or Regional Office.
  • Seven or more years of experience in handling a superior or similar role in a multi-cultural environment
  • Ability to communicate in French shall be an advantage.

Skills:

  • Strong computer skills required.
  • MS Office: Word and PowerPoint in particular.
    • Excellent in English Language (French is an advantage)

Competencies:

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  • Organizational and planning skills
  • Communication skills
  • Information gathering and monitoring skills
  • Problem analysis and problem solving skills
  • Judgment and decision-making ability
  • Initiative
  • Confidentiality
  • Team member
  • Attention to detail and accuracy
  • Adaptability

Key Responsibilities:

  • Manage W/A COO, and Puma Ghana GM’s diaries, including meeting rooms, VC’s and conference calls.
  • Screen all incoming calls into the COO’s / GM’s office
  • All travel arrangements for W/A COO, and Puma Ghana GM’s and any other employee.
  • Manage all Board Executive travel matters whilst in Ghana
  • Manage W/A COO, and Puma Ghana GM’s expense claims
  • Guest services on behalf of W/A COO, and Puma Ghana GM’s
  • Manage visa applications for W/A COO, and Puma Ghana GM’s and other staff on official travels
  • Review of invoices for Puma Energy, if correct ensure invoice is sent to accounts for payment
  • Flights
  • Hotel
  • Lunches / Dinners
  • Visas
  • Booking of transfers for guests
  • Booking of lunches and dinners
  • Coordinating large meetings for Trafigura and Puma Energy entities
  • Providing letter of invitations various travelers for visa applications
  • Handling of highly confidential information and ensuring all information is handled in a sensitive manner
  • Hosting of large meetings such as GM’s meetings and Budget meetings (agendas, logistics, catering etc for groups )
  • Assisting with the coordination of the annual Christmas party
  • Assisting with minutes of Leadership meetings.
  • Balance conflicting priorities in order to manage workflow and meet critical deadlines
  • Interact professionally with clients and associates at all times, interact with a variety of individuals in a courteous, professional manner
  • Work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting other departments
  • Compiling presentations for different departments ensuring the look professional and to company standard
  • Ad hoc private requests by W/A COO, and Puma Ghana GM’s and families.

Requirements:

• Full comprehension of office management systems and procedures

• Excellent knowledge of MS Office

• Proficiency in English

• Exemplary planning and time management skills

• Up-to-date with advancements in office gadgets and applications

• Ability to multitask and prioritize daily workload

• High level verbal and written communications skills

• Discretion and confidentiality

• High School degree; additional qualification as personal assistant would be considered an advantage

Requirements:

Work Experience:

Executive Assistant, Proven Experience in a Multi-National Company

Education:

Bachelor of Arts (B.A.): Business Administration/Management (Required), High School (HS) (Required)

Skills:

Ability to use MS Office programs, Computer proficiency

Languages:

English, French

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