Position title :Logistics Specialist–PLMS2
Position status : Local
Position reports to : Blood Test and exit visa Supervisor
Department : Logistics & Facilities Management
Rotation pattern : “Rotation 14/14”
Duties and responsibilities ::
•Keeps in touch with the department focal point to organize and facilitate the data processing.
•Monitor and ensure compliance with company’s policies and procedures
•Responsible toenter,upload, update and managing the data and documents of People Logistics teams (travel, Visa, Blood test…etc.)
•Ensure the accuracy of data entry in the PLMS system to assist reporting process.
•Provides administrative supportand preparing the documentstoPeoplelogistics 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).
•Setting up new users and giving them access to the system and create new profiles
•Monitor relevant Exit Visa, LOI & Bloods application procedures and keep up to date with any procedure/policy changes, adapt practices accordingly.
•Monitor flights in/out of Iraq & Accommodations to ensure that any changes/delays are reported immediatelyand appropriate actions taken asstipulated in Iraq Travel Team procedures.
•Arranges the booking of external events meetings, workshops, presentations etc as required.
•Stock exit VISA materials daily, display and order materials as needed; folders, applications, etc
•Maintains accurate records on company’sLogistics shared folder and ensures instructions to travelers are accurate clear and time related.
•Report to Blood Test and exit visa Supervisor any complaints/feedback to ensure all challenges sortedappropriately
•Ensure that key performance indicators (KPI) are captured and reported on a weekly basis.
•Archive records, emails and documentsthrough share point and shared folder according to agreed team processes
•Ensure possible improvements, planning, and developing to the process, procedure and performance
•Respond to requests within current service levels.
•Creating data backups as part of a contingency plan
•Ensure that confidential data is stored as per relevant Data Protection Legislation
•Publish notifications related to People Logistics as/when required to the organization.
•Prepare various reports for the management (Daily, weekly, Monthly and yearly).
•Engage with customers to ensure complaints/feedback is dealt with in a timely fashion.
•Follow up any other works requested and arranged by the company
Qualification & Training requirements ::
•Bachelor Degree
Experience ::
•More than 3years withrelevantthe oil & Gas industry.
•General Knowledge of the visa application, travelrules and site access
•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.
•Attention to detail
•Working under high pressure and limited time.
•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, co-ordinate, and manage the travel/accommodationwith each function.
•Demonstrable experience in the ability to prepare meaningful reports, in clear and concise English
