Puma Energy

Function:

Provide high level, timely and effective administrative support for Terminal Operations, business units, Operations Department, or other organization group having a good understanding of technical and business vocabulary and a detailed knowledge of the organization’s operations, procedures, methods, practices and people. May handle Terminal specific Administrative activities and is responsible for overall administrative functions of their location and often oversee the administrative support of the Terminal Manager.

Key Responsibilities:

• Provide administrative support to the Terminal Manager and assist the Manager to supervise and manage terminal office personnel. The role is to ensure there is smooth co-ordination of office tasks and responsibilities that must be completed with accuracy and according to deadlines.
• Be the first point of contact for terminal staff administrative matters, e.g. overtime, HR matters, disciplinary concerns etc.
• Perform other administrative tasks using independent judgment and discretion. Plan, organize, and schedule own workload so that these activities are completed accurately and on time. These activities may include preparing documents and presentation materials; screening and responding to incoming correspondence, inquiries, and phone calls; taking messages; drafting letters and official information releases; taking and distributing minutes; filing, and organizing.
• Accurately transcribe, type, format, and proof read a wide variety of material (for example, correspondence, invoices, contracts, meeting minutes, reports, speeches, and presentations) using word processing, presentation, graphics and spreadsheet software. May use desk top publishing software to design more complex documents.
• Use office equipment such as photocopiers, faxes, scanners and printers. Perform basic maintenance to keep equipment in a good working order (for example, clean, change toner, supply paper). Maintain office supplies. Keep office inventory and equipment clean and organized. To deal with any ad hoc office issues, repairs, replacements, set ups, etc.
• Accountable for maintaining and reporting within tolerance daily and monthly stocks loss/gain reports to HO. Work closely with Terminal Manager and Stocks Officer to ensure the terminal stock reconciliation between NAVISON and TMS is balanced and up to date daily. Month end stock counts requirement are met in full and on time and all variances outside tolerance to be investigated, documented and report to terminal manager and Head Office within set time frames.
• Work closely with Terminal Manager and Cashier to ensure daily cash reconciliation is checked and performed daily according to timeline. Any variances must be accounted for and report to terminal manager and head office.
• Coordinate internal and external meetings as required so that they run smoothly. This may include scheduling meeting times, making travel arrangements for attendees, and ensuring that various meeting amenities are available.
• Responsible for all purchase requests, invoices from suppliers of goods and services and ensuring that correct coding is used during posting for payments.
• Responsible for liaising with the carrier contractor to ensure adequate number of trucks as requested are available for customer deliveries.
• Maintain time cards and ensure that all staff use time cards appropriately.
• Work closely with the travel team in Port Moresby and be responsible for all travel arrangements for maintenance staff including other office provisions.
• Ensure Petty cash is reconciled and reimbursed as required.
• Ensure the administration diary is effectively maintained
• Work closely with terminal manager and ensure that all monthly reports and accruals are submitted to Head Office on time.
• Assist Terminal Manager to ensure all administrative staff are managed, their staff performance evaluated including any recruitment activities and or disciplinary matters.
• Work collaboratively with Terminal Manager and Terminal Supervisor to understand the scope of work responsibilities involved in a Terminal Operation.
• Comply with company requirements and systems relating to SAPS, HSEC & Quality and other company policies
• Compliance to HSEQ Employee Responsibilities below;
• H SEQ Employee Responsibility Statement
• All employees are responsible for in the first instance for their own safety and to prevent Incidents. It is vital that there is a high regard by all employees on hazard identification and control before the hazard becomes an incident. It is therefore a requirement for all employees, regardless of position in the company to report all injuries and hazards to immediate supervising staff. All employees must know and uphold the Puma Energy International (PEI) Safety Policy and the Puma Energy PNG HSEQ Policies

HSE Responsibilities – General Employee

As part of each employee’s legal and moral responsibility to Puma Energy PNG, you are to support management by:

• Cooperating with the Company to enable compliance with any duty imposed upon them by law.
• Using properly and effectively equipment designed to safeguard his / her well being
• Being aware of factors or situations that may impact upon the quality of the product and service and the environment.
• Following implicitly the Company’s Health, Safety & Environment Policy / Procedures / Work Instructions as communicated in writing or as instructions received orally
• Comply with the Company’s procedures and the relevant legislation regarding the Injury Management process.
• To formally report to their Manager any concern or incident / injury / non-conformance in any aspect of their work and complete the Puma Energy PNG Incident / Non-Conformance Report form.
• To formally report to their Manager or supervisor any hazard, practice or condition that will affect safety or production or the community.
• All forms are completed as outlined in the procedures
• Any discrepancies of goods / services received are to be addressed through the Non-Conformance procedures
• All products are to be verified at appropriate stages as outlined in procedures and a record maintained

Requirements:

Experience:

• University bachelor’s degree (Business, Accounting is preferred)
• 2-3 years administrative / operations support experience
• Any appropriate combination of education, certifications and/or relevant work experience will be considered.

Skills:

• Advanced expertise with office systems applications.
• MS-Word, Excel, PowerPoint, Outlook.
• Proficiency with standard office software and equipment; knowledge using internet and e-mail; excellent verbal and written skills in local language

Competencies:

• Ability to communicate with all levels – written and spoken
• Highly organized; analytical skills; service orientation
• Sense of urgency
• Motivated
• Responsible
• Must be able to work without supervision
• Should possess a pleasant phone manner and professional demeanor
• Close attention to detail and ability to handle multiple tasks
• Must follow through on tasks
• Strong interpersonal skills
• Ability to meet deadlines in a fast-paced environment and to exercise discretion in handling confidential matters.