Job Advertisement.
POSITION TITLE: Site Administrator
LOCATION: Karongi Office
RESPONSIBLE TO: Construction Manager
STATUS: Full Time
SUPERVISORY CAPACITY: N/A
DATE: January 2025.
Gasmeth Energy MISSION:
Implement GasMeth Energy HSE standards, policies, and regulations at the Karongi CNG Gas Project Site, by increasing the HSE level of awareness of Owner and Contractor personnel working on the project site and provide HSE support and assistance to site management in order to achieve the highest level of HSE performance and reduce losses.
PRIMARY PURPOSE OF THE POSITION:
Support the site construction project office with general coordination and administration services during the construction phase of the project.
PRIMARY DUTIES & RESPONSIBILITIES
- Assist the project team with document preparation and formatting using company templates, including reports, presentations, and correspondence
- Interface with Project Controls for invoice preparation
- Assist with project procurement, invoice submittals, and payment tracking with support from the finance
- Interface with support services (HR, Procurement, Finance, etc.)
- Assist facilities management for operation and maintenance of general office equipment
- Coordinate meetings and logistical details for the project, including travel, off-site meetings
- Prepare minutes of meetings for Project Managers and Functional Leads
- Prepare package stationery for new project team members
- Monitor and manage office supplies and order as required
- Coordinate IT issues.
- Assist other team members of the project services
- Responsible for site office document distribution and inter-office memos
- Plan and coordinate project functions.
- Assist in setting up meeting room bookings, catering orders, and special project requirements
- Manage basic to intermediate project database spreadsheets and ensure they are kept up to date
- Provide the team with project-related information and carry out research when required
- Complete document control and filing as required
- Carry out general ad-hoc administration duties, as required
- Coordinate between the Kigali office and site requirements.
REQUIREMENTS
Education & Professional Experience:
- Minimum bachelor’s in administration or business studies, or other relevant qualifications.
- 5 years experience in general secretarial roles
- Excellent written and verbal communication skills
- Experience in Microsoft Office 365 suite of products
- Intermediate/advanced Word and Excel skills
- Able to operate in a team environment with proven ability
- Able to undertake tasks with minimum supervision
- Able to coordinate activities to meet deadlines in a timely fashion
- Previous experience with Engineering or site construction would be highly advantageous
- Ability to work in the Karongi district. Preference will be given to people residing in the local area.
SKILLS
- Business management skills
- Strong communication skills
- The ability to motivate people, delegate tasks, and work as part of a team
- IT skills and familiarity with databases and spreadsheets for data analysis, and good knowledge of MS Office and 365
- Financial planning and budget management skills
- Leadership skills
- Ability to remain diplomatic and pleasant, think on your feet, and remain calm in a crisis
- Flexibility and adaptability with good organizational skills
- Ability to work under pressure and to solve problems
- Attention to detail and accuracy
Submission of applications – to include combined in one folder 1 page Cover letter, an updated CV (maximum three pages), and names, titles, and contacts of three professional referees – should be submitted via the “apply button” below with the position applied for clearly indicated in the subject line. The deadline for submission of applications is 27th September 2024 at 17:00hrs.
