Position title

Logistics Coordinator – GS3

Position status 

Local National

Position reports to

Travel and Visa Lead

Department

Logistics & Facilities Management

Rotation pattern

52

Duties and responsibilities

• Arrange and prepare the documents of /Exit Visa/ Bloods test/LOIs process for the company / Contractor’s personnel (Locals national & Expat) 
• Stay in connected with the fixers to organize and facilitate the visa processing.
• Planning, developing and implementing visa procedure strategies
• Managing and developing the visa team facilitators 
• Dealing with urgent situations as required,
• Coordinating with MOO, MOI, BOC, and make connections and good relations with them
• Coordinating with Basra airport, Baghdad immigration and Basra immigration relating to our staff issues
• Monitor relevant procedures and keep up to date with any procedure/policy changes and adapt their practices accordingly.
• Monitor and ensure compliance with the company’s policies and procedures.
• Managing & keep updating shear point day to day with statistics
• Managing & keep updating PLMS (Current LMS) system day to day with statistics
• Ensure the accuracy of data entry in the PLMS (Current LMS) system to assist reporting process.
• Process completed the visa applications and solve all issues relating to the company LOI 
• Process completed the visa applications and solve all issues relating to 3rd party LOI
• New regulations and standards to be set for MEVLOI
• Followed the LOI deposit (Insurance) in MOI (Baghdad immigration), keep updating the deposit tracker.
• Respond to requests within current service levels.
• Engage with customers to ensure complaints/feedback is dealt with in a timely fashion.
• Provides administration support to the People logistics department as requested on an ad hoc basis.
• Manage relevant functional email account ensuring all visa requests and emails are actioned in a timely fashion (as per current service levels).
• Ensure that key performance indicators (KPI) are captured and reported on a weekly basis.
• Archive records, emails and documents through share point and shared folder according to agreed team processes. 
• Provides administrative support and preparing the documents to People logistics department as requested on an ad hoc basis.
• Follow up any other works requested and arranged by the company

Qualification & Training requirements

• Bachelor Degree

Experience 

• 2+ years’ experience with relevant the oil & Gas industry
• Proven ability to work collaboratively with others
• Excellent communication and time management skills
• Overall and detailed knowledge of the People Logistics work 

Language proficiency, computer and software skills

• MS Office:

• Excel – advanced
• Word – Intermediate
• Power Point – Intermediate

• English – upper intermediate (verbal & written)

Skills

• Proven supervisory skills
• Communication skills
• Presentation skills 
• Focus on continuous self-learning and improvement
• Ability to work cohesively and communicate successfully in multi-cultural teams whilst being aware of and sensitive to cultural differences
• Ability to communicate, coordinate, and manage cost data flow interfaces with each function.
• Demonstrable experience in the ability to prepare meaningful reports, in clear and concise English, utilizing information and data received from third parties.