Personal Assistant (with Office Administration duties)

Job Description

Contexte et environnement

The scope of the job entails secretarial and administrative knowledge and expertise coupled with dedication and

strong coordination with managers and colleagues. The tasks can easily be achieved with the support, guidance and

motivation from dedicated and highly skilled managers and the whole team/s.

• Contributes to the overall effectiveness of the business by performing secretarial duties, providing administrative

• Facilitates hotels, restaurants and transportation bookings for missions, seminars, temporary movements and

• Assists in setting up and organizing the departments internal meetings logistics.
• As assigned, acts as interim in the absence of other assistants within the affiliate.
• Maintain the general management of the MD/VP workflow, calendar and daily meetings schedule.
• Coordinate travel requirements in connection with arrangements for the MD/VP and the team.
• Issue Expense Claims for MD/VP and handle Expenses for team (verification & follow up for payment).
• Prepare correspondence, Power Point Presentations on behalf of the MD/VP.
• Ensure the MD/VP is fully briefed on, or prepared for, any engagements they are involved in. Keep and

maintain an accurate record of papers and electronic correspondence on behalf of the MDs and good

management of all arrangements (Taxi / Driver / Meeting rooms, etc.).

Office and Other Costs Management:

• Assist in the PR/PO process and expenses validation by finance and MD/VP.
• Monitor invoices and maintain a tracker for cost control.
• Serve as the point of contact for office management (procurement, office supplies, maintenance, facilities and

• Manage relationships with vendors, service providers and landlord.
• Manage contract and price negotiations with office vendors, service providers and office lease as required;

• Reporting: maintain monthly reports and track of all office cost, expenses. Update PO tracker, travel tracker,

• Assist in the PR/PO process and expenses validation by finance and MD; Liaise with the cost controller and

Accountant department on all invoices and for all providers and maintain a master tracking file for all payments and

vendors creation.

Office Management:

• Responsible for managing office services by ensuring office operations and procedures are organized,

• Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts,

• Provide general support to visitors.
• Organize and coordinate internal and external events as per the Management request.

• Ensure adherence to compliance processes and guidelines specific to positions roles and responsibilities.
• Work on different projects within the team or with other teams as and when required.
• Manage coordination with different departments for executing tasks.
• Maintain respectful and professional rapport with all team members.
• Be proactive in achieving and completion of tasks. Take lead in completing given tasks and responsibilities.
• Help the team as and when required for responsible areas.
• Complete, assist with other Ad-hoc works as delegated.

Profil du candidat

• Excellent communication skills
• Proficiency in English, French and Arabic (oral and written) is necessary as this role has to correspond with

• Has experience and is keen to work in a multicultural environment
• Office management experience would be an advantage
• Technical knowledge:
• Corporate secretarial practice
• Microsoft Office
• IT literacy

Informations supplmentaires

TotalEnergies valorise la diversit, promeut le dveloppement individuel et offre des opportunits d&aposemploi gales tous les candidats.