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Job title
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Team Leader Administration & Logistics
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Company
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OQ8
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Function
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P&T– Facility – Facility & Admin
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Location
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Oman – Muscat
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Budget control
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*OPEX and/or CAPEX and/or Revenue amount as relevant*
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Reporting to
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Head of Facility Management & Administration
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Direct reports
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5
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Job purpose
Job holders at this level perform a wide range of Administration & Logistics and general support duties of a highly responsible and confidential nature, including budget preparation and controlling. They are normally responsible for identifying and resolving problems and issues and typically report to a very high-level executive, who directs several different major functions. The job holders are required to continuously improve organizational capabilities, processes, procedures, practices, lead a team of technical and non-technical employees to achieve day to day tasks and overall departmental objective, ensure the section performs in line with the approved Service Level Agreement (SLA) and Established Policy and Procedures.
The position will act in accordance with OQ8’s Mission, Vision, Values & Strategies, as well as, policies, guidelines, and standards, supported by an IT Technology platform, HSE standards, Omani’s government & other legal justifications, and best international practices in consonance with national objectives.
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Main tasks and responsibilities
- Lead the team for the development and delivery of a range of Administration & Logistics services, including office contracts and provision of admin management, transportation, etc., that contributes to building and maintaining relationships with stakeholders (customers, business partners, and suppliers) which enhance OQ8 operation ensuring OQ8 staff and other stakeholders are satisfied with the services provided.
- Supervise the travel requirements for the business and vendors to ensure smooth and cost-effective operations.
- Supervise the office premises Administration & Logistics (leases, contracts, and service level agreements) according to OQ8’s guideline and provide with preferred suppliers quotations analyzed and financial threshold requirements.
- Manage the office contacts database regularly updated and relationships well maintained.
- Feedback obtained from customers, business partners and other stakeholders is acted on.
- Process all payment according to terms and conditions of the contracts and leases.
- Review and regularly update the Business Continuity Plan, to ensure its effective communication and understanding across the operation.
- Always keep office vehicles in good condition. Supervise the weekly check of the vehicle log for journeys, repair, maintenance, and other expenses for audit purposes.
- Supervise OQ8 office storage, and maintain it in good condition, (stocked well-arranged and fits for purposes).
- Supervise the orders of office newspapers, printed supplies, and stationery reviewed for the efficient use of staff.
- Support OQ8 team on arrangements for office events provided to good quality of service.
- Support provided for staff including information and logistics arrangements for their arrival, settling in, residence, and departure. Inquiries were responded to and need satisfied.
- Co-ordination on the arrangements of staff visa and work permits completed in line with management deadlines and standards.
- Collaborate with other OQ8’s functional teams to define appropriate service level targets and continuously optimize interdepartmental processes.
- Lead the team regarding best practice sharing for standardization and efficient process governance.
- Assist in the prioritization of projects and planning for improvements.
- Recommend new ideas and approaches to effect continuous improvements in efficiency of department and services performed.
- Liaises with Government Authorities in regards any other government relation inquires.
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Key interactions
Internal: All OQ8’s functions
External: Staffing specialized Contractors, Vendors & Suppliers
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Education requirements
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Bachelor’s degree in business administration, HR, or related disciplines.
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Language
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Excellent knowledge of written, read, and spoken English (required) | Arabic - Native (desirable)
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Background and experience
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Competencies and skills
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10 years’ experience in similar role, in a large oil industry industrial organisation.
Strong experience in:
- Public relations
- Travel & hotel booking management,
- Office administration (leases, contracts, and service level agreements)
- Office storage
- Stationery
- Office events
- staff visa and work permit
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Soft:
- People’s management skills
- Analytical skills
- Planning skills
- Forward thinking
- Excellent business and technical report writing skills.
Technical:
- Very good knowledge in using PC software.
- Administration
- Logistics
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