Job Description

Sarawak, MalaysiaJob Family Group: Business AdministrationWorker Type: RegularPosting Start Date: July 17, 2024Business unit: Integrated Gas and UpstreamExperience Level: Early Careers:POSITION PURPOSEProvide business administrative & technical assistance primarily to HSE Delivery & Emergency Response and Technical & Process Safety teams, as well as other SMEP HSSE teams (e.g. System & Governance, Environment and Security) wehen needed, to ensure the efficient operation of the department.PRINCIPAL ACCOUNTABILITIES

• General administrative and business support including appointments, diary management, communications handling and preparation of documents for the respective HSSE managers in HSSE deparments.
• Manage phone calls, monitor voice mail, screen mail and faxes for items that can be handled or delegated.
• Follow-up on items needing action. Monitor e-mail for action needed and for information.
• Making arrangement for the respective HSSE managers on the required business travel & accommodation and process expense claims.
• Make arrangements for departmental visitors including agendas, rooms, a/v equipment, gifts, refreshments and site access.
• General office management such as:

• Greet guests and escort as needed.
• Order office supplies
• Use of Word, PowerPoint, and Excel.
• Schedule conference rooms for meetings
• Handle department communications
• Assist with presentation materials, databases, spreadsheets and other general support needs
• SAP/Cost/Data Management

• Maintain & update documents and database; e.g. SMEP HSSE Sharepoint as webpage owner; monitor and coordinate renewal of expired HSSE procedures.
• Perform SAP transactions i.e from creation of work order right up to monthly creation of service entry for accrual for payment.
• Finance management \xe2\x80\x93 Maintenance of accounts

• Assist to verify invoices related to the department.
• Support budgeting process and any other financial activities (expenditure trends and latest estimate)
• Monitor spends and liaise with Finance Advisor to verify expenditures against budgets, highlight irregularities
• Organising and coordinating HSSE team events; e.g. Social events, conferences, workshops, meetings, lunches, training, etc.
• Provide logistic support for staff on-boarding and off-boarding; or any other administrative support as required by business.

• As Focal Person for the delivery of Training Plans for HSSE teams;

• Coordinate input for year learning plans for HSSE staffs, compile and arrange engagement with respective Line Manager to finalise
• Coordinate local training requirements and provide relevant administrative supports. Maintain training records for HSSE personnel.
• Provide information, guide on registration and HRDC submission.

CHALLENGES & EXPECTATIONS

• Time management and focus is key to deliver work within tight schedule/deadline.
• Balancing of competing priorities (ability to prioritize).
• The job require communication, interaction/interfacing with Company, external parties and contractor staffs at various levels.
• Demand the ability to multi-task.
• Eyes for details when working through tasks.
• Work deliverables and data quality, accuracy is maintained at high standards.
• Handling sensitive matters with integrity & discretion.

KEY INTERFACES

• SMEP HSSE LT & Teams.
• SMEP contractors
• Finance team
• IT department
• Contract and Procurement
• Sabah, Sarawak Assets

EXPERIENCE AND QUALIFICATIONS REQUIRED

• Diploma or any secretarial qualification with 3-5 years\xe2\x80\x99 experience with secretarial work. Some knowledge of HSE policies and procedures would be an advantage but not a prerequisite.
• Good communication skills with internal and external parties.
• Computer literacy in the main software applications - proficient in MS software \xe2\x80\x93 Words, Excel, Powerpoint; SharePoint abd telecom/net meeting setups.
• Mature, professional, organized, able to multi-tasking, team player and willingness to help.
• Can work under pressure and independently. Ability to learn new skill quickly.
• Problem solving skills and ability to handle concurrent tasks with appropriate priority.
• Subscribes to simplicity, lean and value for money conscious.

Shell has been a partner in powering Malaysia\xe2\x80\x99s progress since 1891 when we established our first depot in the Straits Settlements. Today, we are an integrated energy company comprising Upstream, Downstream, Integrated Gas and New Energies, Projects & Technology, and Shell Business Operations. Shell Malaysia aims to be the leading energy player in the country, powering Malaysia\xe2\x80\x99s future with cleaner, innovative, and competitive energy solutions.

• Upstream

More than a century, Shell has been operating and we continue to extract and deliver oil and gas efficiently, profitably, and in environmentally friendly and socially responsible ways to meet evolving customer needs and the growing demand for energy.

• Downstream

With over 950 service stations, Shell has the leading market share in the fuels retailing business in Malaysia. In Malaysia, we make and sell more than 600 different lubricants for the automotive sector, heavy-duty transport, food processing and power generation. We are the lubricants market leader in Sabah and Sarawak.

• Integrated Gas, Renewables and Energy Solutions

Shell set out its Powering Progress strategy, which we aim to deliver through our three business pillars of Growth, Transition and Upstream. The Growth Pillar includes our Marketing and Renewables & Energy Solutions businesses and focuses on working with our customers to accelerate the transition to net-zero emissions. One of our achievement, Sarawak onshore: World\xe2\x80\x99s first commercial GTL plant (SMDS)

• Project & Technology

As P&T, we exist to make the delivery of Shell\xe2\x80\x99s strategy and the growth of our company possible. P&T works collaboratively and in an integrated way with its business partners, to deliver value for our customers, and for Shell.

• An Innovative Place to Work

There\xe2\x80\x99s never been a more exciting time to work at Shell. Everyone here is helping solve one of the biggest challenges facing the world today: bringing the benefits of energy to everyone on the planet, whilst managing the risks of climate change.Join us and you\xe2\x80\x99ll add your talent and imagination to a business with the power to shape the future \xe2\x80\x93 whether by investing in renewables, exploring new ways to store energy or developing technology that helps the world to use energy more efficiently.

• An Inclusive & Progressive Place to Work

To power progress together, we need to attract and develop the brightest minds and make sure every voice is heard. Here are just some of the ways we\xe2\x80\x99re nurturing an inclusive environment \xe2\x80\x93 one where you can express your ideas, extend your skills and reach your potential.

• We\xe2\x80\x99re creating a space where people with disabilities can excel through transparent recruitment process, workplace adjustments and ongoing support in their roles. Feel free to let us know about your circumstances when you apply and we\xe2\x80\x99ll take it from there.
• We\xe2\x80\x99re closing the gender gap \xe2\x80\x93 whether that\xe2\x80\x99s through action on equal pay or by enabling more women to reach senior roles in engineering and technology.
• We\xe2\x80\x99re striving to be a pioneer of an inclusive and diverse workplace, promoting equality for employees regardless of sexual orientation or gender identity.

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• A Rewarding Place to Work

Combine our creative, collaborative environment and global operations with an impressive range of benefits and joining Shell becomes an inspired career choice.We\xe2\x80\x99re huge advocates for career development. We\xe2\x80\x99ll encourage you to try new roles and experience new settings. By pushing people to reach their potential, we frequently help them find skills they never knew they had, or make career moves they never thought possible.-DISCLAIMER: Please note: We occasionally amend or withdraw Shell jobs and reserve the right to do so at any time, including prior to the advertised closing date. Before applying, you are advised to read our data protection policy. This policy describes the processing that may be associated with your personal data and informs you that your personal data may be transferred to Shell/Shell Group companies around the world. The Shell Group and its approved recruitment consultants will never ask you for a fee to process or consider your application for a career with Shell. Anyone who demands such a fee is not an authorised Shell representative and you are strongly advised to refuse any such demand. Shell is an Equal Opportunity Employer.

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