Responsibilities
- Keeps in touch with the department focal point to organize and facilitate the data processing
- Monitor and ensure compliance with Anton's policies and procedures
- Responsible to enter, upload, update and managing the data and documents of People Logistics teams (travel, Visa, Blood test)
- Ensure the accuracy of data entry in the PLMS system to assist reporting process
- Provides administrative support and preparing the documents to People logistics 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 immediately and appropriate actions taken as stipulated in Iraq Travel Team procedures
- Arranges the booking of external events meetings, workshops and presentations
- Stock exit VISA materials daily, display and order materials as needed; folders, applications
- Maintains accurate records on company’s Logistics shared folder and ensures instructions to travellers are accurate clear and time related
- Report to Blood Test and exit visa Supervisor any complaints/ feedback to ensure all challenges sorted appropriately
- Ensure that key performance indicators (KPI) are captured and reported on a weekly basis
- Archive records, emails and documents through 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
REQUIREMENTS
Qualifications and Experience
- General Knowledge of the visa application, travel rules and site access
- Overall and detailed knowledge of the People Logistics work
- Bachelor Degree
Computer and Software skills
- MS Office (Excel, Power Point, Word)
- 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/ accommodation with each function
- Demonstrable experience in the ability to prepare meaningful reports, in clear and concise English
Rotation:
14 Days on/ 14 Days off
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.