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Oil and Gas / IT/Telecom Division Assistant


Vacancy ID: Req000619

Date: 19 March 2015

Deadline: 10 April 2015

Work conditions: Full Time

Location: Baku, Azerbaijan

Salary: Negotiable

Job Description:

  • To provide assistance in negotiations with customers, document and services control, support the IT & Telecommunications Division Manager in general office management and in the day-to-day running of the Division
  • Assist IT/Telecoms Division work activities and preparing of ahead schedules.
  • Issuing of Commercial Quotations and Proposals
  • Collecting time-sheets, delivery note & certificates of completion, ensure timely completion of timesheets
  • Scanning, registering and saving of time-sheets, delivery notes, certificates of completion, invoices, emails and all related documents  in appropriate files
  • Opening of jobs folder , updating the Job Log and opening  new jobs in QuickBooks
  • Completion & checking of timesheets in ERP
  • Update in Quick Books the information about the job status
  • Transport coordination for division employees.
  • Coordinate meeting attendance for division employees
  • Following, registering  and submitting of required HSEQ documents
  • Checking of incoming invoices
  • Filling of OIC for delivered Materials
  • Maintain contacts list and ensure information is always up-to-date 
  • Maintain division’s meeting schedule and ensure attendance of required personnel
  • Arrange and participate in internal meetings and take minutes of meeting, as required
  • Provide direct administrative support to division manager; assist with project coordination
  • Responsible for ordering and stocking office supplies for the division 
  • Ensure office equipment is working properly at all times; arrange maintenance and repair work, as required
  • Perform any other job-related duties as assigned
  • The responsibilities, tasks and duties above are only a summary of the typical functions of the job and are not intended to be a comprehensive list.  Other duties may be performed over time with the development of the Division and overall company priorities.


  • Able to communicate in Azerbaijani and English – written and verbal
  • Proactive, able to work with minimal supervision
  • Good knowledge of Microsoft Office package
  • Ability to work under pressure and manage multiple priorities
  • Conscientious, reliable, flexible, hardworking, professional and motivated
  • Innovative problem-solving skills
  • Flexible, willing to work beyond normal office hours