{"id":85172,"date":"2023-04-04T12:46:30","date_gmt":"2023-04-04T12:46:30","guid":{"rendered":"https:\/\/joblistghana.com\/?p=85172"},"modified":"2023-04-04T12:46:30","modified_gmt":"2023-04-04T12:46:30","slug":"puma-energy-jobs-2023-2","status":"publish","type":"post","link":"https:\/\/joblistghana.com\/puma-energy-jobs-2023-2.html","title":{"rendered":"Puma Energy Jobs 2023"},"content":{"rendered":"<p>Main Purpose:<\/p>\n<p>To provide support to the Puma Ghana GM and Deputy GM with all administrative functions.<\/p>\n<p>Knowledge Skills and Abilities, Key Responsibilities:<\/p>\n<p><b>Job Description<\/b><\/p>\n<p><b>Job Title: Executive Assistant\u00a0<\/b><\/p>\n<p><b>ROLES AND RESPONSIBILITIES:<\/b><\/p>\n<p><b>Executive Assistant<\/b><\/p>\n<ul>\n<li>Manage Puma Ghana GM\u2019s diaries, including meeting rooms, VC\u2019s and conference calls.<\/li>\n<li>Screen all incoming calls into the GM\u2019s office<\/li>\n<li>All travel arrangements for Puma Ghana GM\u2019s and any other employee.<\/li>\n<li>Manage all Board Executive travel matters whilst in Ghana<\/li>\n<li>Manage Puma Ghana GM\u2019s expense claims<\/li>\n<li>Guest services on behalf of Puma Ghana GM<\/li>\n<li>Manage visa applications and Puma Ghana GM\u2019s and other staff on official travels<\/li>\n<li>Review of invoices for Puma Energy, if correct ensure invoice is sent to accounts for payment<\/li>\n<\/ul>\n<ul>\n<li>Flights<\/li>\n<li>Hotel<\/li>\n<li>Lunches \/ Dinners<\/li>\n<li>Visas<\/li>\n<\/ul>\n<ul>\n<li>Booking of transfers for guests<\/li>\n<li>Booking of lunches and dinners<\/li>\n<li>Coordinating large meetings for Trafigura and Puma Energy entities<\/li>\n<li>Providing letter of invitation various travelers for visa applications<\/li>\n<li>Handling of highly confidential information and ensuring all information is handled in a sensitive manner<\/li>\n<li>Hosting of large meetings such as GM\u2019s meetings and Budget meetings (agendas, logistics, catering etc. for groups)<\/li>\n<li>Assisting with the coordination of the annual Christmas party<\/li>\n<li>Assisting with minutes of Leadership meetings.<\/li>\n<li>Balance conflicting priorities in order to manage workflow and meet critical deadlines<\/li>\n<li>Interact professionally with clients and associates at all times, interact with a variety of individuals in a courteous, professional manner<\/li>\n<li>Work as a competent member of the team, willingly providing back-up support for co-workers when appropriate and actively supporting other departments<\/li>\n<li>Compiling presentations for different departments ensuring the look professional and to company standard<\/li>\n<li>Ad hoc private requests by Puma Ghana GM\u2019s and families.<\/li>\n<\/ul>\n<p><b>Office Management<\/b><\/p>\n<ul>\n<li>Greet and welcome guests as soon as they arrive at the office.<\/li>\n<li>Direct visitors to the appropriate person and office<\/li>\n<li>Answer, screen and forward incoming phone calls<\/li>\n<li>Ensure reception area is tidy and presentable, with all necessary stationery and material (e.g. pens, forms and brochures)<\/li>\n<li>Provide basic and accurate information in-person and via phone\/email<\/li>\n<li>Receive, sort and distribute daily mail\/deliveries<\/li>\n<li>Maintain office security by following safety procedures and controlling access via the reception desk (monitor logbook, issue visitor badges)<\/li>\n<li>Order office supplies and keep inventory of stock<\/li>\n<li>Manage the meeting rooms and all office management activities.<\/li>\n<li>Oversee reception functions<\/li>\n<li>Oversee driver functions<\/li>\n<li>Manage security and access control<\/li>\n<li>Analyzes space utilization effectiveness and changing demands for space needs<\/li>\n<li>Identifies and resolves facility utilization conflicts between departments<\/li>\n<li>Compile office layouts as the need arises with maximum use of the space<\/li>\n<li>Receive sort and route mail, documents and deliveries<\/li>\n<li>Monitoring of incoming and outgoing couriers<\/li>\n<li>Liaison with courier companies<\/li>\n<li>Schedule Video Conferences in the available Video Conference meeting rooms<\/li>\n<li>Liaise with the relevant countries in which the Video Conference will take place<\/li>\n<li>Scheduling Video Conferences on TMS System<\/li>\n<li>Issuing of Video Conference confirmations<\/li>\n<\/ul>\n<p><b>Switchboard Duties<\/b><\/p>\n<ul>\n<li>Monitor company asset conditions on a continuous basis and report back to business<\/li>\n<li>Devise and maintain office systems including data management, filling etc.<\/li>\n<li>Coordination of various office related projects.<\/li>\n<li>Prepare projects resources and deliverables.<\/li>\n<li>Oversee the Reception area, Office Space, Furniture, Beautification and Maintenance.<\/li>\n<li>Ensure that service level agreements are in place.<\/li>\n<li>Travel Management<\/li>\n<li>Review all agreements and ensure they have been reviewed by legal department.<\/li>\n<li>General Admin management including mailing, parking, pest control.<\/li>\n<li>Stock control to provide for required refreshments, stationery and other office needs.<\/li>\n<li>Oversee cleaning regime<\/li>\n<li>Oversee maintenance of the building and its contents.<\/li>\n<\/ul>\n<p><b>SKILLS AND REQUIREMENTS:<\/b><\/p>\n<ul>\n<li>Full comprehension of office management systems and procedures<\/li>\n<li>Excellent knowledge of MS Office<\/li>\n<li>Proficiency in English<\/li>\n<li>Exemplary planning and time management skills<\/li>\n<li>Up-to-date with advancements in office gadgets and applications<\/li>\n<li>Ability to multitask and prioritize daily workload<\/li>\n<li>High level verbal and written communications skills<\/li>\n<li>Discretion and confidentiality<\/li>\n<li>First degree; additional qualification as personal assistant would be considered an advantage<\/li>\n<li>Discretion and confidentiality<\/li>\n<li>First degree; additional qualification as personal assistant would be considered an advantage<\/li>\n<\/ul>\n<p><b>Experience:\u00a0<\/b><\/p>\n<ul>\n<li>Proven experience as an executive administrative assistant, senior executive assistant or in other secretarial position<\/li>\n<li>A First degree in business administration or related qualifications<\/li>\n<li>\u00a02 \u2013 3 years of experience in handling a superior or similar role in a multi-cultural environment.<\/li>\n<\/ul>\n<p><b>Skills:\u00a0\u00a0<\/b><\/p>\n<p>Strong computer skills required:<\/p>\n<p>MS Office and Word and PowerPoint in particular.<\/p>\n<p><b>Competencies:<\/b><\/p>\n<ul>\n<li>Organizational and planning skills<\/li>\n<li>Communication skills<\/li>\n<li>Information gathering and monitoring skills<\/li>\n<li>Problem analysis and problem-solving skills<\/li>\n<li>Judgment and decision-making ability<\/li>\n<li>Initiative<\/li>\n<li>Confidentiality<\/li>\n<li>Team member<\/li>\n<li>Attention to detail and accuracy<\/li>\n<li>Adaptability<\/li>\n<\/ul>\n<p>Key Relationships and Department Overview:<\/p>\n<ul>\n<li><b>Internal \u2013\u00a0<\/b>Ghana GM \/ Ghana Leadership, Regional and Global Managers, Global Secretaries<\/li>\n<li><b>External \u2013\u00a0<\/b>Embassies\/ Hotels \/ Airline Agents<\/li>\n<\/ul>\n","protected":false},"excerpt":{"rendered":"<p>Main Purpose: To provide support to the Puma Ghana GM and Deputy GM with all administrative functions. Knowledge Skills and Abilities, Key Responsibilities: Job Description Job Title: Executive Assistant\u00a0 ROLES&#8230;..<\/p>\n","protected":false},"author":6721,"featured_media":0,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"om_disable_all_campaigns":false,"jetpack_post_was_ever_published":false,"_jetpack_newsletter_access":"","_jetpack_newsletter_tier_id":0,"footnotes":"","jetpack_publicize_message":"","jetpack_is_tweetstorm":false,"jetpack_publicize_feature_enabled":true,"jetpack_social_post_already_shared":true,"jetpack_social_options":{"image_generator_settings":{"template":"highway","enabled":false}}},"categories":[85],"tags":[],"jetpack_publicize_connections":[],"jetpack_featured_media_url":"","jetpack_sharing_enabled":true,"jetpack_shortlink":"https:\/\/wp.me\/p2nO32-m9K","_links":{"self":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts\/85172"}],"collection":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts"}],"about":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/types\/post"}],"author":[{"embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/users\/6721"}],"replies":[{"embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/comments?post=85172"}],"version-history":[{"count":0,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/posts\/85172\/revisions"}],"wp:attachment":[{"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/media?parent=85172"}],"wp:term":[{"taxonomy":"category","embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/categories?post=85172"},{"taxonomy":"post_tag","embeddable":true,"href":"https:\/\/joblistghana.com\/wp-json\/wp\/v2\/tags?post=85172"}],"curies":[{"name":"wp","href":"https:\/\/api.w.org\/{rel}","templated":true}]}}