Key Responsibilities

  • Preparation of extensive and global travel and hotel arrangements.
  • Looking after last-minute changes in a very fast paced environment (book flights, hotels, taxis, airport pickups…) Being able to align with staff members and clients globally.
  • Preparation and communication of itineraries, arranging visas and other travels documents (passport renewal if applicable, etc.
  • Coordinating and maintaining the calendar, scheduling accurate appointments and meetings, keeping detailed track of all trips.
  • Booking restaurants, lunches and events.
  • Looking after emails, faxes and post mail, dispatch documentation to the persons.
  • Monitor and screen phone calls, enquiries and requests from the and members.
  • Remain the link between the and staff members, clients, suppliers.
  • Handle matters independently and proactively.
  • Complete and research for the executive and works.
  • Coordinate with clients and suppliers and assign tasks to others.
  • Generate purchase requisition and orders for all terminals requirements as per approved Opex and Capex.
  • Maintain update of vendors or supplier’s payment statements and avoid delay or deviations in the process.
  • Secure invoice approval and submission for payment within dates. Issue report of all payments and pending. Benchmark all the requests with Opex to avoid expenses and overspend.
  • Verify company expenses, reporting discrepancies, mistakes or fraud to management. Following laws and regulations alongside in-house policies.
  • Handle the accounts receivable, accounts payable and general accounting functions. Preparation of the annual financial statements, notes, supporting schedules, transmittal letter and statistical information.
  • Secure acquisition of all need/equipment’s or other via procurement process and report deviations immediately.
  • Collaborate closely with banks and perform safely upon vital approval all payment/transactions required including foreign payments to suppliers in accordance with applicable country and internal legislations, requirements and polices/guidelines.
  • Coordinate with customers like Tax Authorities, Government Institution, Municipalities, Traders, OOC, etc. to secure compliance with relevant legislation and interpersonal requirements.
  • Keep control of such legal books and records of accounts as: General Ledger, Sales Records, Inventory, Annual Affixing of the required tax stamps to books.
  • Secure acquisition of all need/equipment’s or other via procurement process. Any deviations must be reported immediately.

Knowledge, Skills and Abilities

  • Skills to prioritize, schedule work, meet multiple objectives, communicate orally and writing, in calm and traumatic situations.
  • Good interpersonal

Accounting Knowledge

  • Extensive knowledge of petroleum terminal operations.
  • Skills to work as a team and take direction accurately.
  • Credible and discreet when looking after confidential information.
  • Strong interpersonal and time management skills.

Competencies

  • Secretary skills.
  • Capability to prioritize and schedule work; meet goals, communicate oral and writing efficiently, remaining calm in stressful situations.
  • Consistent record to work on several projects in a high-pressure environment.
  • Handle relationship between Role-players and diverse customers.
  • Be able to cope with various workload in a production driven environment
  • Procurement skills.

Health Safety, Environment and Quality (HSEQ)

  • Assurance that company HSEC procedures are correctly applied and that all agreed safety standards and applicable.
  • Participate in periodic safety drills and maintain active your role in the terminal emergency management plan.
  • Give positively and actively to achieve zero incidents and accidents during terminal operations.
  • Responsible for own safety and to prevent accidents.
  • Report unsafe conditions and practices.
  • Participate in all operations meeting organized by the terminal.
  • Responsible to inspect workplaces to look for potential hazards.
  • Report all injuries in the workplace to the Supervisor.
  • Responsible for site inspection and seek for near miss or potential hazards reporting to avoid occurrence of accidents/incidents and improve the safety agenda.
  • Guarantee completion of minimum of 95% of monthly safety program as per IMAS requirements.
  • Ensure compliance with all terminal procedures and requirements and implement to standard processes for HSSE consistently.

Experience (years and nature)

  • Honor degree in Accounting or Finance with 2-5 years of experience in a similar role in an industrial business, including up to 2 years of supervisory experience.
  • Knowledge in Navision; TMS, Office; Excel; Database Management.

School Background

  • Honors degree or equivalent experience in account or finance.
  • Secretarial training is an advantage.

Key Relationships

Internal

  • Terminal Managers.
  • Assistant Terminal Manager.
  • HSE Coordinator.
  • HR Business Partner.
  • Shift Supervisors.
  • Operators.
  • Maintenance Technicians.

External

  • Impala Infrastructures.
  • Puma Energy.
  • Trafigura.
  • Customs.
  • MRA, Contractors.
  • Suppliers, Contractors.
  • Internal/ External Auditors.
  • Government Institution

HOW TO APPLY

To apply, access the following:

Careers