Administrative Assistant - (JAT)

Role Overview

Administrative Assistant (JAT) at Emarat - Emirates Petroleum Company P.J.S.C, based at a terminal location.

Role Purpose

Contribute to the clerical and administrative functions of the terminal, assisting the Terminal Superintendent in preparing reports and developing operational procedures to ensure the smooth and safe running of the terminal in line with HSE standards and Emarat's operating procedures and policies.

Key Responsibilities

Reporting & Documentation

• Prepare routine reports for the line manager, including daily tanker statements, bunker reports, and road delivery reports.
• Maintain computer-based records, ensuring all data is accurate and up-to-date.
• Organize and maintain filing systems for physical and electronic documents, ensuring easy retrieval and compliance with record-keeping policies.
• Prepare shift duty rosters, attendance reports, and leave programs for the line manager.
• Prepare monthly manhour reports for outsourced staff and check against service provider monthly invoices.

Communications & Coordination

• Manage telephone communications, attending to incoming calls and directing them to appropriate personnel.
• Act as the communication coordinator for emergency response activities, coordinating weekly fire alarm tests and ensuring compliance with emergency procedures.
• Communicate with HR, Finance, and Procurement for external communications.
• Liaise with local authorities and oil terminals/companies to obtain necessary port passes and permits, ensuring compliance with local regulations.

Human Resources & Operations

• Monitor employee attendance records, noting absences or tardiness.
• Monitor outsourced staff timesheet.

Procurement & Inventory

• Oversee the inventory of pantry supplies and stationery, ensuring necessary items are stocked and available for staff use.
• Arrange for emergency purchases from the local market when necessary, ensuring operational needs are met promptly.
• Create Internal Requisitions (IR) and Purchase Requisitions (PR) for terminal operations requirements.
• Check and review invoices from vendors and service providers, following up on payments, and creating system receipts.

Quality & Excellence Management

• Administer the development and implementation of Fuel Ops, Supply & Trading operation quality standards and excellence initiatives, contributing to alignment with Emarat's goals and enhancing a culture of continuous improvement.
• Assess progress and performance against set KPIs to help ensure monthly and annual targets are achieved and determine areas for corrective actions as needed.
• Communicate compliance with labor laws and regulations during the preparation of audit reports, while obtaining knowledge of best practices and legal requirements in the UAE.

Qualifications & Experience

• Bachelor's degree in business administration or a related field.
• Minimum of 6 years of experience in a similar role; a minimum of 4 years of experience may be considered for exceptional candidates of high caliber.
• Experience in the Oil & Gas distribution industry is preferred.
• Strong understanding of safety standards and basic terminal operations.