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Management Support Specialist (Amsterdam)

Introduction

We are looking to recruit a dedicated Management Support Specialist (Internal job title: Specialist CEO Administrative office). You will assist and support the CEO Office in all administrative matters with a special focus on Contracts Database / DMS maintenance, control over execution of the CEO tasks, visa obtaining procedures, coordination of language courses (Russian and Dutch), coordination of agreements with translation agencies, assisting in translations upon necessity. You will report to the Deputy Head of CEO administrative office and will based in our Amsterdam office. This concerns a fulltime office based position.

Organization

As a subsidiary of PAO Gazprom, South Stream Transport B.V. is responsible for the construction and operation of the TurkStream Offshore Pipeline.

The TurkStream Offshore Pipeline will start in Anapa, Russia, running over 900 kilometres through the Black Sea to the Turkish coast. The pipeline will help secure energy supplies to Turkey and South-Eastern Europe in a reliable and sustainable way. The Project will use state-of-the-art technology, materials and equipment, to safeguard the pipeline’s safe operation for many decades to come.

Function

  • Provide all kinds of general support and solutions to business related issues within the CEO Administrative Office;
  • Responsible for the maintenance of the SSTTBV Contracts Database (CDB) with all relevant activities of making entries into both the DMS and the CDB systems, updates, creating numbers for SSTTBV departments upon request, providing information on database entries upon request, keeping the system up to date and clearing backlogged documentation. Also responsible for synchronizing both DMS and CDB systems’ entries, keeping the SSTTBV documentation vaults in proper order, closely liaising with IT department to resolve issues related to CDB;
  • Keep under control the process of execution of CEO tasks defined during weekly SMT meetings as well as given based on incoming correspondence. In this regard, cooperate with the Deputy CEOs and Department Heads to make sure that the deadlines set for execution of tasks are met;
  • Facilitate Russian Federation business visa obtaining procedures for SSTTBV employees, by synergising contacts between SSTTBV and its contractors, Rusland Expert agency and the Russian Consulate in the Netherlands. Utilise best practices where possible to optimise cost and time frameworks on the basis of a case by case approach. Liaise with the SSTTBV appointed insurance company to obtain insurance statements to prepare the employee visa request dossier;
  • Prepare and dispatch SSTTBV invitations to JSC Gazprom and various contractors’ employees in a timely fashion and coordination with the Deputy Head of the CEO Administrative Office;
  • Conduct negotiations and coordinate resulting agreements with translation agencies (Congrestolken, TransTransEurope, Igor Zavalov, Espero and/or other agencies) and the SSTTBV legal department, promote follow-up meetings to streamline and update/optimise activities in the field;
  • Provide timely assistance in oral and written translations to the Translations Department upon request;
  • Control and approve electronic invoices related to visa matters, language courses, translation services, team building activities etc. in the SSTTBV Basware financial system;
  • Organise CEO Administrative Office team building events and coordinate all matters related;
  • Prepare and disseminate Minutes of the CEO Administrative Office meetings;
  • Coordinate and disseminate monthly reporting on the translations costs statistics to the Head, Deputy Head of the CEO Administrative Office and Senior Translator;
  • Coordinate all language courses related matters including those of technical support, audio-, visual- and other materials, weekly schedules, daily coordination of students’ availability, change of timing, additional lessons, study materials, room bookings as well as approval of financial invoices, feedbacks, Russian cultural evening events, yearly budgeting and regular reporting of the course progression;
  • Provide back-up services to the Deputy Head of the CEO Administrative office and/or Assistant to the CEO Administrative office, if required;
  • Strictly observe the safety regulations;
  • Follow company policies and procedures;
  • Perform other related duties as assigned.

Requirements

  • Master’s degree or an equivalent higher education degree in the English language;
  • Experience in successfully working with the Senior Management in multinational Companies with employees of different back-grounds;
  • Experience in administration/executive assistance role more than 5 years;
  • Good level of fluency in written and oral English and Russian languages, knowledge of Dutch;
  • Proficiency in common PC software;
  • Strong communication skills;
  • High organization and planning skills;
  • Excellent verbal and written communication skills;
  • Professional personal presentation;
  • Attention to detail and deadlines;
  • Able to work independently but also as an integral part of a team;
  • Proactive, initiative-oriented;
  • Strong sense of responsibility;
  • Stress endurance;
  • Enthusiastic and energetic;
  • Experience with multicultural environments;
  • Strong sense of confidentiality.

Information

If you have any remaining questions regarding this vacancy, please do not hesitate to contact Lucy van der Vlist on +31 20 262 47 26.

If you are interested in this job opportunity we kindly ask you to complete the online application and submit your CV and motivation letter in English. Applications without a CV and motivation letter will not be considered.

Please note that Dutch working permit and residence permit is required.

Please be informed that we do not appreciate acquisition calls/emails from third party recruitment agencies.

Please note that Dutch working permit and residence permit is required. Relocation and housing will not be compensated.

Closing date

18-04-2019
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Job ID #212
Date posted: 29-03-2019

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