Posted on :
8 Aug, 2016
8 Aug, 2016
Tullow Oil is a leading independent oil and gas exploration and production company. Our focus is on finding and monetising oil in Africa and the Atlantic Margins. Our portfolio of over 120 licences spans 22 countries which are managed as three Business Delivery Teams. We are headquartered in London. Our shares are listed on the London, Irish and Ghanaian Stock Exchanges.
Job Title: Executive Assistant
|Job Title||Executive Assistant|
|Business Unit/Team:||Ghana Business Unit|
|Reports To:||HR Director|
|Ghana Leadership Team
Ghana Management Team
Tullow Oil Plc Leadership Team
Admin Team & Other Staff Corporate Communications & Investor Relations Manager
Social Performance & Public Affairs
|Job Purpose:||Support HR Director in all aspects of their work. Provide executive support in managing the business and organisational affairs of the HR & Facilities function.
To ensure that HR Director has the appropriate level of support as and when required.
|Responsibilities & Key Objectives:||Organisational Support
Dealing with incoming email, faxes and post.
Other general administrative duties as required.
Coordinate agenda for meetings and logistics.
Organise and, where required, attend meetings to ensure the HR Director is well prepared for meetings.
Devise and maintain office systems, including data management, filing and phoenix documentation.
Supervise the coordination of HR events with HR Director.
Preparation of expense reports.
Liaison with all key stakeholders regarding visits to Tullow offices to firm up itineraries.
Provide executive administrative support to visiting Tullow executives.
Provide leadership in the management of administrative functions, systems and procedures for business support delivery.
Screening telephone calls, enquiries and requests, and handling them when appropriate.
Handle confidential and sensitive information professionally.
Arrange, manage and maintain the HR Director’s complex calendar ensuring appointments are scheduled and prepared for in advance.
Acting as a point of contact for internal clients wishing to meet with the HR Director – Ghana.
Host guests and strategic partners of the HR Director.
Taking minutes and action items as and when required.
Organise and book meeting rooms, refreshments – internal & external.
Produce itineraries for travel and off-site meetings.
Liaison with travel team to coordinate and book travel arrangements including flights, hotels, visas and cars/taxis.
Single point of coordination and contact for all Internal Communications activities for HR.
Single point of contact for Internal Communications Advisor.
Reports & Presentations
Assist the HR Director with drafting of communications and preparation of presentations.
Preparing and producing HR Reports on behalf of Head of HR.
Assist in the management of HR Projects, governance and report. Tracking projects and timely feedback to HR Director on actions, status updates and risks.
Participate in HR projects as and when required.
Manage special projects as needed on behalf of the HR Director.
Broader HR & Facilities Team support
Support the broader teams as and when required.
|Education & Experience||Proficient computer skills and in-depth knowledge of relevant software such as MS Office suite.
Knowledge of standard office administrative practices and procedures.
Bachelors degree an advantage.
Data protection, Health & Safety and knowledge of employment legislation is desirable.
At least 3 years’ experience providing support at a senior level.
Interest in pursuing a career HR would be advantageous.
|Skills:||Excellent interpersonal skills, with a strong professional image.
Excellent organisational ability.
Excellent verbal and written communication at all levels.
Clear understanding of confidentiality.
Attention to detail.
Ability to work under pressure and adaptable to change.
Ability to work in a flexible manner – some out of hours as required.
Strong stakeholder management skills.
Abilty to work proactively using own initiative.
|Business Behaviours:||Results-orientated, professional and self-sufficient.
Acts with integrity and respect for all stakeholders.
Commitment to organisational and team objectives, able to take responsibility for own actions.
Flexible, self-motivated and an interest in continuous improvement of self and others.
Ability to manage upwards whilst maintaining the highest level of confidentiality.