Logistics jobs in United Kingdom

Internal Interaction:

• With all employees for any administrative matters and reports.

External Interaction:

• With visitors to the plant, including suppliers, service providers & customers.
• TELBU Office Administration.

Handle all TELBU administration activities independently in an efficient and effective manner managing:

• Facilities Management services related to admin block including general maintenance and cleaning activities using permit to work system (where applicable).
• High level of (5S) process/upkeep of TELBU Admin building.
• Landscaping/Biodiversity activities at Plant in alignment with TE sustainability levers.
• Administration of all business visits to TELBU in complete regards; JAFZA gate passes, meeting room coordination with hosts, refreshments, PPEs, etc.
• Upkeep of recreational facilities at the plant and additions in coordination with team members and management.
• Take lead role in canteen committee for commencement of regular meeting with food committee members to improve and sustain good catering facility for all TELBU staff.
• General office management such as: office supplies, printed materials, access cards, relevant keys, office maintenance, and sanitary facilities.
• Coordinate with TELBU team members to publish content which includes various TELBU achievements and milestones on various platforms (e.g. Viva engage, WAT).
• Access control system of employees and visitors inside the Plant.
• Attending calls, faxes & emails, receiving and forwarding the correspondence from external parties to the concerned personnel of the plant.
• Single point of contact for all incoming and outgoing couriers and maintain records for all packages received/ dispatched in TELBU.
• Updating contact details of all TELBU staff.
• Preparation of Purchase requisition in EProc for Admin related purchases.
• Travel itineraries for TELBU management for their business trips, including air tickets, hotel bookings, etc.
• Ensuring new visitors/contractors go through the safety induction before entering the plant.
• Monitoring and maintaining inventories and availability of all PPEs required by visitors, coordinating with HSE team and ensuring the visitor PPE change room is fully replenished all the time.
• Ensure latest updates and information from different information channels are displayed on digital screens at different plant locations.
• Receiving & forwarding the correspondence from the external parties/TMME to the concerned personnel of the plant.
• Responsible for inventory and on-time availability of office stationeries and pantry supplies.
• Booking of the conference rooms for meetings & ensuring room availability for meetings with proper layout and refreshments.
• Maintain files for Base oil imports as handed over by the Production team.
• Handling of documentation & berth bookings with Port Authorities for base oil shipments in absence of Production executive.
• Handling the role specified in the Emergency Evacuation Plan.
• Management of TELBU MD's meetings calendar and assistance in scheduling meetings. Timely manage the documents with required MDs signature.
• In terms of business continuity during absence of Senior HR Coordinator, coordinate with HR & Communication team on:

Visitors coming to the Plant for legal approvals:

• Maintain effective and timely communication within and outside TELBU employees using different communication channels.

Events Planning:

• Organize and coordinate office events and meetings such as Townhalls, Mancom outside meetings, and other team events.
• Manage event logistics, including venue booking, catering, and travel arrangements.
• Prepare event materials and ensure smooth execution of events.
• For annual staff celebration, service awards, and similar employee engagement events related with HR where TELBU employees are concerned, to be done in coordination with the HR & Communication Team.
• Organize and coordinate for employee engagement programs, communication and arrangement of Talking Thursday’s: Listen. Sip. Connect!!, Sports day and similarly.

Expense Administration:

• Process invoices, receipts, and payments and maintain records.
• Assist in budget preparation and expense tracking.
• Ensure due diligence is completed for all vendors related to general administration.
• Together with cost and reporting manager, analysis of the monthly expense related to admin opex cost and ensure to keep expenditures to remain within the approved budget.

ACCOUNTABILITIES

Operational:

• Reception and proper guidance to all visitors and request them to follow the plant HSSEQ requirements.
• Consistent and timely follow up on the reports and document submissions.
• Timely availability and inventory of Office stationery and Canteen supplies.
• Constantly attending to switchboard duties.

HSSEQ objectives & Assignments:

• Reporting of near misses, incidents, hazards & injuries to line Manager within the time frame as required by Quality, HSSE, Energy policies and Manuals.
• Ensure adherence to compliance processes and guidelines specific to position’s roles and responsibilities.
• Strict adherence and compliance towards Group HSE Charter & MAESTRO requirement and affiliate’s HSSEQ Policy, Procedures & specific rules & regulations applicable to the area of activity at all times.
• Demonstrates exemplary conduct, rigor, vigilance, and professionalism regarding HSE in all their activities.
• Participate in the training program to acquire HSSEQ knowledge and impart this training to colleagues as and when required by Management.
• Participate in the investigation and analysis of incidents as and when required.
• Strict adherence to HSSEQ requirements with full authority to stop any operation for safety reasons.

Compliance Objectives:

• Ensure full adherence to the company’s compliance program, its policies and procedures including economic sanctions and export control in all professional activities.
• Promptly notify the compliance officer/economic sanctions referent of any instances of noncompliance or violations of economic sanctions or export control that comes to my attention.

Knowledge:

• Knowledge of MS Office applications.
• Knowledge of office management systems and procedures.

Skills:

• High business ethics.
• Excellent time management skills and ability to multitask and prioritize work.
• Strong organizational and planning skills.
• Proficient in MS Office.
• Proactive and self-motivated.
• Proficiency in English with excellent communication skills; Arabic language an added advantage.

Experience:

• Minimum 3-5 years of experience in a Multinational company/manufacturing environment as an Office Administrator, Office Assistant or similar role.
• Experience in interacting with office staff, plant staff, visitors, and customers.

Education:

• Minimum Bachelor’s degree in Management or similar discipline.

NP Level: The Position is being published at NP9 (To be further evaluated).