Administrative Assistant

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**Administrative Assistant (QFAB)**:

- Job Requisition No.: 21483- Category: Shipyard**Experience**:
Required 2 years of experience as an administrative role or similar

**Qualification**

Preferred Diploma/Degree in Business Administration or a related field is preferred.

Relevant certifications such IOSH Managing Safely may be preferred

**Additional**
- Resilient and passionate personality traits.
- Strong decision-making and presentation skills.
- Excellent organizational and time management abilities.
- Proficiency in Microsoft Office suite and other office software.
- Excellent verbal and written communication skills.
- Ability to multitask and prioritize tasks effectively.
- High attention to detail and accuracy.

**Liaise With**

Lead HSES Advisor, HSES Specialist, HSE Officer, HSES Training Team, Yard & Subcontractors supervision

**Supervises**

Field Safety Assistant and Operational personnel operating in QFAB Yard

**Primary Functions**
- Responsible for maintaining and organizing HSES documentation, including incident reports, safety audits, training records, and compliance documentation, ensuring all necessary records are up to date and accessible for inspections and audits.
- Assist in coordinating HSE sessions and workshops, scheduling HSE meetings, and facilitating communication between HSE teams and other departments.
- Assist in monitoring regulatory changes, assisting in the preparation of compliance reports, and supporting the implementation of safety policies and procedures throughout the organization.

**Tasks and Responsibilities**
- Organize and maintain HSE-related documents, records, and files (both electronic and physical).
- Input HSE data into databases, spreadsheets, and management systems.
- Assist in developing, revising, and implementing HSE policies and procedures.
- Analyze incident data to identify trends and recommend corrective actions.
- Maintain accurate records of safety inspections, audits, incidents, and follow-up with HSE officers for pending records.
- Ensure that appropriate safety equipment and gear for HSE team are available and maintained.
- Maintain up-to-date HSES folders and follow-up reports from HSE personnel.
- Manage and maintain Intelex Incident Management System.
- Perform an audit on the quality of HSE inspection and incident data.
- Assist the HSES Manager in day-to-day HSE activities.
- Seek guidance from the Principal HSE Advisor as appropriate for tasks and decisions.
- Monitor the HSES Activity plan and ensure activities are completed as scheduled.
- Assist in the preparation of HSE reports, presentations, and summaries for management and stakeholders.
- Act as a point of contact between HSE teams and other departments, clients, and external partners.
- Arrange and coordinate HSE meetings, training sessions, and workshops.
- Disseminate HSE policies, procedures, and updates to staff.
- Help with the tracking and documenting of incidents, near misses, and accidents, ensuring proper reporting protocols are followed.
- Prepare materials for HSE audits and reviews, ensuring documentation is in order.
- Monitor and manage the inventory of HSE supplies (e.g., personal protective equipment, safety materials) and place orders as needed.
- Maintain records of HSE equipment and ensure proper maintenance and calibration where necessary.
- Conduct research on new HSE regulations, trends, and best practices to support the HSE team in staying updated.
- Manage travel arrangements for HSE staff attending training, conferences, or site visits.
- Help track HSE budgets and expenditures, providing administrative support for financial processes.

**Administrative Assistant (QFAB)**:

- Department:
- City:
**Job Segment**:Secretary, Quality Assurance, QA, Administrative Assistant, Inspector, Administrative, Technology, Quality