Location: Ashgabat, Turkmenistan

Job title: Operations Support Coordinator

Key responsibilities:

Resourcing

• Obtain from Operations team the Manpower Resourcing Plan reflecting all positions required for mobilization to the project including the expected mobilization dates.
• Create a system tracker for manpower mobilization/demobilization including assignment details, travel details, and employee credentials upon joining, and report any conflicts or discrepancies to Operations team.
• Interface and provide support to site administrators on administrative and HR issues, clarify queries and resolve personnel related problems as needed.
• Effect release formalities of personnel, ensure performance appraisal forms are completed for all demobilizing employees.

Ticketing

• Responsible for all activities related to airline booking and issuance of tickets.
• Generate and follow-up on refund issues.
• Interface with accounts departments on airline invoicing and refund process.
• Interface with Petrofac employees, project administrators and other initiators on all airline bookings and ticketing process.

Accommodation

• Generate accommodation bookings at designated hotels through the TMS system.
• Review hotels invoices before initiating an Account Statement Form through the TMS system and send all documents to Accounts department for payment.
• Interface with project administrators and other booking initiators.
• Mobilization and Demobilization
• Responsible for mobilization and demobilization of employees.
• Coordinate with the in-country Admin on the process and issuance of visas and work permits.
• Collect all the necessary pre-mobilisation documents for visa/employment purpose.
• Coordinate pre-medical requirements with the new joiners and interface with the HSE department with regards to the pre-medical report.
• Ensure logistics (airport pickup/accommodation) are arranged before new joiners arrive.
• Arrange the onboarding process for the employees with the HR channels in head office.

Cost Reporting

• Keep track of all expenses including salaries, travel expenses, insurance, in-country expenses, and all other project related cost.
• Initiate and track per diem payments, prepare vouchers and obtain the necessary approvals, log payments to ensure that multiple payments are not made.
• Process travel expense claim forms and review all submitted invoices related to pre-employment expenses including mobilization & travel.
• Prepare a cost actual report and update on a weekly/monthly basis as requested from Operations Lead to track all expenses against the allocated project budget.

Supply Chain

• Interface with procurement department to place small orders for project related equipment.
• Follow up with procurement and site team to ensure delivery of placed orders. 
• Interface with Operations department for support on ongoing orders in terms of technical bid evaluation, data management, and communication with procurement and vendors as needed.
• Interface with logistics team for post award support on orders and ensuring documentation for shipment is well tracked and managed.

Other responsibilities

• Responsible for ensuring that manpower is available on site on schedule utilizing effective cost control practices
• Actions are monitored by immediate supervisor, may recommend alternative courses of action and obtain appropriate approvals.
• Internal contacts in the Operations team up to the Operations Director. External contacts include Government ministries, embassies, airline companies, hotels.

Requirements & Skills

• Bachelor degree with a minimum of 5-7 years’ experience in general administration in the Oil and Gas Industry
• Ability to work under pressure
• Team Coordination
• Cost consciousness
• Well organized
• Fluent in the use of airline reservation system and booking

To get additional information and apply for the position, please follow the link.