Contracts Assistant / Azerbaijan

To provide administrative support to the Marine & Subsea and PSCM Contracts Teams and ensure that all contractual correspondence and contract administration processes associated with the programme of contracts are properly followed to allow the delivery and PSCM teams to focus on delivering maximum value from the contracts.

Action and correspondence in accordance with agreed accountabilities through the 'Procon' system. Collate correspondence register 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 prioritise 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.

Creation/maintenance of action lists/letters/spreadsheets/PowerPoint slides.

Updating phone lists/seating charts/holiday charts for team.

For visitors arrange: parking/passes/meet/desks.

Provide cover/ assistance to team assistants when required.

Assist with any ad-hoc requirements for Marine & Subsea PSCM Contracts and Procurement Teams, travel, expenses, meeting requests, conference calls, and update presentations using Microsoft Office.

Provide administrative support to contract administration to include maintaining contract files and copy and scanning of appropriate contract correspondence.

Assist Cost function, PSCM and Project Management to ensure PAAFs are processed, monitored and controlled for all projects.

Maintain meeting schedule for project team. Organise and administer key meetings such as fortnightly progress meetings etc.

Admin support for Risk Management, Action Tracking and Lessons Learnt tools

Provide Assurance Admin support for Document Management Systems (Ariba, Documentum, iHub).

When required, provide holiday cover for other team assistants.

General Adhoc tasks as requested - document formatting, printing, postal errands, collecting visitors from reception.

Experience and knowledge of systems (Procon, Ariba, ihub, docusign, SAP Backbone)

Knowledge of Microsoft Excel, Word, Power point and Project Systems