Project Assistant

Nes Fircroft are looking for an experienced Project Assistant for a major Oil and Gas client on a long term contract.
The project assistant will be responsible for general administration, secretarial and related logistics duties for all the teams of a major project on the UFR & SPS packages.

Package:
Salary: Negotiable
Location: Paris, France
Hours: 40 hours per week
Rotation: 5 days on, 2 days off
Contract length: 12 month renewable

Key responsibilities:

Attitude/Accountabilities:
• To be accountable for demonstrating an exemplary behavior with regards to HSSE and to respect all HSSE requirements.
• To adopt and demonstrate an exemplary behavior with regards to the Company Ethics and “Code of Conduct” policy.
• To handle confidential documents and information with the utmost discretion.
• To maintain confidentiality during meetings, discussions, and correspondence with internal and external stakeholders.
• To maintain professionalism, efficiency, and effectiveness in the role at all the time.

Main Duties:
• To ensure the flow of information.
• To initiate, organize, and follow up the Project Management team agenda as requested.
• To type / keep records / manage outgoing correspondences or any paperwork for the Project Management team, as requested.
• To manage and order necessary offices supplies.
• To organize meetings and assist during any associated logistics internal meetings / meetings with Partners / Contractors or special events.
• To receive / dispatch / keep record of / manage information and correspondences.
• To be the point of contact for internal and for external callers, for the Project team.
• To welcome and guide visitors.
• To assist the Project Team during the arrival of newcomers and/or departures (assignment of offices, IT and phone equipment...)
• To maintain the Project schedule of absence / presence / mission folders up to date and any follow up on any other directory documents, as requested.
• To organize travel arrangements for the Project team: organize missions, obtain visas, perform booking as necessary in timely manner, to process travel arrangements and invoice, following the Company procedures.
• To assist client personnel with the registration of Time Sheets and process other requested information and/or data in accordance with client rules.
• To keep informed the Project Management team of matters related to the office building.
• To liaise with other assistants, ensuring consistency within the organization of their work.
• To report to the Project Manager or the Project Control Manager any area of concern.
• To manage the Mails if necessary:
a. Receiving/acknowledging, filing, and distributing mails, processing emails, if necessary, electronic, and
hard copies and ensuring physical filing tasks are carried out.
b. Editing documents, link with the reprography and distribution departments (head office, subsidiaries),
• To record input and present notes, letters, and documents, as requested.
• To collect relevant information and formatting them to compile dashboards, graphs, statistics.
• To write notes and/or correspondence from verbal or handwritten instructions and writing presentation
upon request.
• To manage diaries, organize appointments, meetings, and travels (mission orders, visa requests and expense
claims forms, hotel reservations, etc.) hotel, transport, restaurant, and meeting room reservations ...).
• To manage supplies and small purchases, follow the requests thanks to the appropriate internal tools.
• To manage the arrival/departure of employees, trainees, apprentices, service providers (office, removals, authorizations, etc.),
• To supervise the time management when needed for the entity manager and the team (holiday planning)
• To implement in My-eproc the Purchase Request for the GPI team whenever needed.
• To cover for the other Project Assistance Services upon request.
• To support the Project team for any additional requested services linked to Project administration and Project Control.

Communication:
• To communicate information to the GPI / Project team.
• To manage telephone calls, filtering them and pass them on, efficiently.
• To register people for training courses, conferences, and seminars.
• To distribute documents internally and externally, as of needed.
• To welcome visitors and newcomers on the PGEDI / Project (Perform and update a welcome kit to be given to the newcomers).
• To update the GPI / Project communication resources: TEAMs architecture, intranet site, organization charts,
presentations ...
• To coordinate the GPI / Project assistants (if the GPI / Project entities are spread over different sites).
• To ensure continuity of service (mutual replacements).
• To communicate needed information to the GPI / Project team.
• To book meeting rooms for the Team as of requested

Skills and Qualifications:

- Good office tools skills: word, excel, ulysse, giseh, e@si, SAP, NOVA, PowerPoint, etc.
- Minimum of 2 years in secretarial/admin role/service within a global/international corporate environment.
- Strong team spirit, ability to listen, solidarity, adaptability, rigor, tenacity, openness to diversity.
- Follow rules, in a full autonomously way and with a proactive attitude.
- Attentive to details.
- Flexible and attentive to the GPI / Project team and its various support needs.
- Preferable: experience within the Oil and Gas field.
- Adding value to the Project environment and its activities.
- Proficient/Good level of English (reading, writing, speaking)

With over 90 years' combined experience, NES Fircroft (NES) is proud to be the world's leading engineering staffing provider spanning the Oil & Gas, Power & Renewables, Chemicals, Construction & Infrastructure, Life Sciences, Mining and Manufacturing sectors worldwide. With more than 80 offices in 45 countries, we are able to provide our clients with the engineering and technical expertise they need, wherever and whenever it is needed. We offer contractors far more than a traditional recruitment service, supporting with everything from securing visas and work permits, to providing market-leading benefits packages and accommodation, ensuring they are safely and compliantly able to support our clients.