Senior O&M Office Management Assistant

Job Purpose

The job holder is responsible for participating in Chief Operations & Maintenance Officer Office’s activities, implementing and following up activities related to the Chief Operations & Maintenance Officer and working closely with the various divisions to develop internal policies and enhance operational efficiency.

Key Roles and Responsibilities

• Identify opportunities for continuous improvement of the Chief Operations & Maintenance Officer’s Office Management’s systems, practices, cost ‎optimization and productivity & efficiency improvement.
• Ensures the compliance with all applicable laws, rules, regulations and standards within WTCO and related functions such as and not limited to (HC, HSSE, Risk and Cybersecurity, etc..).
• Escalate problems to ensure case/issue is closed efficiently and in a timely manner.
• Ensure that all work is carried out efficiently, in line with the annual business plans, goals, policies, processes, procedures, and instructions.
• Participate in preparing a validating system to ensure all documents, results, memos, and decisions related to the meetings of the Chief Operations & Maintenance Office or relevant committees.
• Participate in preparing the Chief Operations & Maintenance Officer office activities and ensure compliance with WTCO instructions and requests.
• Apply the protocols and ceremonies accurately and effectively, which reflects a positive image of the Chief Operations & Maintenance Officer and therefore of WTCO.

Key Roles and Responsibilities 2

• Participate in preparing the proper management of the Chief Operations & Maintenance Officer calendar and internal & external meetings on behalf of the Chief Operations & Maintenance Officer as needed.
• Assist in preparing the proper management of the daily operations of the executive office, including managing office supplies, equipment maintenance, and vendor relationships. Ensuring the office is well-maintained and functions efficiently.
• Participate in preparing the proper management system provided by the management of Chief Operations & Maintenance Officer transportation and logistics including travels and visits & social events and meetings.
• Coordinate with the management to receive all Chief Operations & Maintenance Officer meetings information to translate them to an action plan in coordination with concerned division / stakeholders.
• Participate in preparing a system of maintaining accurate records, files, databases, document control and versioning. Ensuring confidentiality and data security for sensitive information.
• Comply to maintaining confidentiality of information as per the set standards, policies and procedures.
• Participate, as needed, and provide the necessary support for all matters related to human resources in line with WTCO directions (i.e., conducting initial interviews with senior candidates and prepare a brief for the Chief Operations & Maintenance Officer …etc.).

Key Roles and Responsibilities 3

Job Requirements

Key Communications

Internal Stakeholders

•  All Departments

External Stakeholders

• Consultants/Advisors
• Vendors/suppliers
• Services providers (agencies, travel agents,…)
• Government authorities and entities

Disclaimer

The above job description is meant to describe the general nature and level of work being performed; it is not intended to be constructed as an exhaustive list of all responsibilities, duties, and skills required for the position. Accordingly, there is no way this Job Description states or implies that these are the only duties to be performed by the employee in this position. Employees will be required to follow any other job-related instructions and to perform other job-related duties.