EFS ASSISTANT

The primary objective of the Employee Facilities Services Business Unit is to ensure the efficient management and seamless operation of key employee facilities, including accommodation, transport, parking, and uniform services. This unit aims to enhance employee satisfaction and productivity by providing high-quality, reliable, and accessible services. Through strategic planning, continuous improvement, and effective resource management, the unit strives to create a supportive and conducive working environment for all employees.

Job Purpose:
To support and perform a wide range of administrative and office support activities for the Employee Facilities and Services team to ensure smooth and efficient functioning of the Business Unit.

Key Result Areas:

1. Perform a broad range of administrative tasks as required, including data entry, filing of invoices, raising purchase orders, managing stationary inventory, email correspondence, and preparing reports to ensure business continuity.
2. Provide administrative support to the Employee Facilities and Services Coordinator and Supervisors, maintaining strong follow-up on pending matters and coordinating with concerned team members to complete assigned tasks/projects as per set deadlines.
3. Prepare and compile the duty roster of the Employee Facilities & Services team and coordinate with respective Supervisors in case of any discrepancies.
4. Record and update all Employee Facilities & Services requests and other regulatory documents in the system to ensure good record practices for analysis and relevant discussions.
5. Maintain and support the complete filing system of the functions to assist the team in generating reports, scheduling trainings, recording meeting minutes, and creating internal memos.
6. Collaborate with Supervisors in optimizing costs related to facilities, transport, and uniform by daily tracking of services provided to employees to ensure business continuity.
7. Support the Employee Facilities & Services Coordinator in analyzing trends and interpreting data reports related to the functions.
8. Assist the Employee Facilities & Services Coordinator in facilitating Health and Safety awareness and reports of employees for the functions to ensure compliance with QHSE policies and procedures.

Job Context:
The job holder is responsible for assisting the Employee Facilities & Services team in various administrative tasks, data management, and coordination with internal stakeholders. Responsibilities include preparing daily checklists, daily reports, roster discrepancy management, scheduling and tracking compliance trainings for the business segments, and processing relevant allowance requests in the ERP system.

Minimum Education, Experience and Skills:

Education Qualification:
a) Higher secondary schooling or equivalent (Must Have)

Work Experience:
a) 3+ years of experience in a similar administrative role in an employee facilities & services environment.

Skills:
a) Proven ability to communicate in English (verbal & written)
b) Computer skills with high proficiency in MS Office and ERP
Training on First Aid, Safety/basic firefighting would be an advantage.