Procurement/Contracts Team Assistant (Topside & Jacket)
CR/077421
Posted: 01/05/2025
- Negotiable
- Azerbaijan, Baku
- Contract
SECTION 1: POSITION DESCRIPTION
POSITION TITLE: Procurement/Contracts Team Assistant
PSM POSITION ID:
SECTION 2: KEY ROLE
To provide administrative support to Offshore Facilities (Jackets and Topsides) Projects Procurement Team and ensure that all contractual correspondence and contract administration processes are properly followed to allow the Delivery and Procurement teams to focus on delivering maximum value from the contracts.
SECTION 3: POSITION REPORTS TO
LINE MANAGER TITLE: AGT Projects Procurement Senior Manager
PSM POSITION REFERENCE:
SECTION 4: PRE-REQUISITES
SECTION 4.1: SOFT SKILLS
• Excellent communication, interpersonal, negotiation and problem-solving skills.
• Computer literate
• Ability to work on own initiative and be well organised
• Administration Experience
• analytical thinking and problem-solving skills.
• Team player with strong organisational skills.
SECTION 4.2: TECHNICAL QUALIFICATIONS
• High school diploma or equivalent; additional certification in procurement or contract management is desirable.
• Proficiency in Microsoft Office and business application software; knowledge of procurement systems such as Procon, Ariba, DocuSign, SAP Backbone, Compass is preferable.
• Fluency in English language (both verbal and written).
SECTION 4.3: EXPERIENCE
• Minimum 3-5 years of experience as a Procurement/Contracts Team Assistant or in a similar role. (Energy sector is preferable)
SECTION 5: RESPONSIBILITIES & OBJECTIVES
• Manage incoming and outgoing correspondence as focal point ensuring it is distributed, actioned and responded to in accordance with the agreed accountabilities through “Procon” system;
• Collate/maintain correspondence register (letters, VORs/VOs, MRs, lessons learnt, etc.) and expedite action list associated with project communication;
• Attend bid openings ensuring that the bidding process and confidentiality requirements are adhered to by the bidders;
• Plan, organise and priorities workload on a daily basis in order to meet deadlines and plan ahead for upcoming or cyclical deadlines;
• Organise meetings, events on behalf of the team. Logistical responsibility for meetings (venue/room, issuing agendas, inviting attendees and monitoring responses). Set up conference calls, attend meetings if required, take minutes of meetings;
• Creation/maintenance of action lists/letters/spreadsheets/power point slides;
• Updating phone lists/seating charts/holidays charts for the team;
• For visitors: arrange parking/passes/met/desks;
• Provide cover/assistance to other teams assistants when required;
• Assist with any ad-hoc requirements for Procurement team, travel expenses, meeting requests, conference calls and update presentations using Microsoft Office;
• Provide administrative support to contract administration, including maintaining contract files, copy and scanning of appropriate contract correspondence, archiving of contract docs;
• Support with verification of Contractors Invoices as requested by Procurement team;
• Help to raise/amend POs in Backbone/Ariba as requested by Procurement team;
• Support with contract close-out activities.
• Support with any Contract admin processes requested by the team.
• Assist with any ad-hoc requirements for the procurement team, including updating presentations and maintaining action lists.
• Help with backbone reporting, requests and PO creation.
• Help to verify invoices.
• Maintain and update contract files, ensuring all documents are properly filed and accessible.
Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.
POSITION TITLE: Procurement/Contracts Team Assistant
PSM POSITION ID:
SECTION 2: KEY ROLE
To provide administrative support to Offshore Facilities (Jackets and Topsides) Projects Procurement Team and ensure that all contractual correspondence and contract administration processes are properly followed to allow the Delivery and Procurement teams to focus on delivering maximum value from the contracts.
SECTION 3: POSITION REPORTS TO
LINE MANAGER TITLE: AGT Projects Procurement Senior Manager
PSM POSITION REFERENCE:
SECTION 4: PRE-REQUISITES
SECTION 4.1: SOFT SKILLS
• Excellent communication, interpersonal, negotiation and problem-solving skills.
• Computer literate
• Ability to work on own initiative and be well organised
• Administration Experience
• analytical thinking and problem-solving skills.
• Team player with strong organisational skills.
SECTION 4.2: TECHNICAL QUALIFICATIONS
• High school diploma or equivalent; additional certification in procurement or contract management is desirable.
• Proficiency in Microsoft Office and business application software; knowledge of procurement systems such as Procon, Ariba, DocuSign, SAP Backbone, Compass is preferable.
• Fluency in English language (both verbal and written).
SECTION 4.3: EXPERIENCE
• Minimum 3-5 years of experience as a Procurement/Contracts Team Assistant or in a similar role. (Energy sector is preferable)
SECTION 5: RESPONSIBILITIES & OBJECTIVES
• Manage incoming and outgoing correspondence as focal point ensuring it is distributed, actioned and responded to in accordance with the agreed accountabilities through “Procon” system;
• Collate/maintain correspondence register (letters, VORs/VOs, MRs, lessons learnt, etc.) and expedite action list associated with project communication;
• Attend bid openings ensuring that the bidding process and confidentiality requirements are adhered to by the bidders;
• Plan, organise and priorities workload on a daily basis in order to meet deadlines and plan ahead for upcoming or cyclical deadlines;
• Organise meetings, events on behalf of the team. Logistical responsibility for meetings (venue/room, issuing agendas, inviting attendees and monitoring responses). Set up conference calls, attend meetings if required, take minutes of meetings;
• Creation/maintenance of action lists/letters/spreadsheets/power point slides;
• Updating phone lists/seating charts/holidays charts for the team;
• For visitors: arrange parking/passes/met/desks;
• Provide cover/assistance to other teams assistants when required;
• Assist with any ad-hoc requirements for Procurement team, travel expenses, meeting requests, conference calls and update presentations using Microsoft Office;
• Provide administrative support to contract administration, including maintaining contract files, copy and scanning of appropriate contract correspondence, archiving of contract docs;
• Support with verification of Contractors Invoices as requested by Procurement team;
• Help to raise/amend POs in Backbone/Ariba as requested by Procurement team;
• Support with contract close-out activities.
• Support with any Contract admin processes requested by the team.
• Assist with any ad-hoc requirements for the procurement team, including updating presentations and maintaining action lists.
• Help with backbone reporting, requests and PO creation.
• Help to verify invoices.
• Maintain and update contract files, ensuring all documents are properly filed and accessible.
Our role in supporting diversity and inclusion
As an international workforce business, we are committed to sourcing personnel that reflects the diversity and values of our client base but also that of Orion Group. We welcome the wide range of experiences and viewpoints that potential workers bring to our business and our clients, including those based on nationality, gender, culture, educational and professional backgrounds, race, ethnicity, sexual orientation, gender identity and expression, disability, and age differences, job classification and religion. In our inclusive workplace, regardless of your employment status as staff or contract, everyone is assured the right of equitable, fair and respectful treatment.
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