Job Description

This role will be taking charge of administration and operational support functional activities including:

• Provide secretarial duties, monitor the schedule, prioritize and confirm meetings, appointments and any other related engagements for Managing Director and Chief of Corporate Affairs
• Assisting the validation of local expenses and claims submitted to Managing Director
• Arranging for meetings & travels, preparing expense claims & leave applications (if needed) for Managing Director
• Coordinate with travel agent on business trips of UPP Singapore team. Ensure that travel/hotel arrangement and expense claims are compliant with the travel policy at all times
• Validate and reconcile travelling expense reports
• Administrative support to day-to-day office procedure but not limited to IT request service for welcome visitors
• Support IT request service for UPP staff onboarding or off-boarding
• Coordinating and organizing regional meetings e.g. regional board meetings, all hands and ad-hoc communication meetings
• Assist with planning of social event and support the logistical needs for corporate meetings, workshops, trainings, seminars
• Maintain understanding of administration policies and act as Go-To person for office operational topics for the Singapore team
• Follow-up of internal and external correspondence: receiving/sending, mailing and filing
• Support the cheque deposit, collect and validate the invoices of office expenses and follow up payment with country finance
• Assist with projects within the office (for e.g. setting up of video conference room and other projects)
• Maintain a good working relationship with the affiliates and transverse department
• Responsible for participation in general administrative duties (copying, filing, faxing, archiving), ad-hoc projects, committees and or group events
• Administration and maintain the filing and document management system in Singapore
• Routinely monitor the stationary supplies and requisite new materials when needed
• Undertake ad-hoc assignments management may request from time to time

Offer ID

71025BR

Contract duration

12

About us / company profile

Give your best to better energy and make the commitment with Total. With over 500-plus professions in 130 countries, we offer high safety and environmental standards, strong ethical values, an innovation culture and wide-ranging career development. Be part of the global team whose mission is already shared by 100,000 employees: to make energy better each and every day.

Candidate profile

• Minimum 3 years relevant experience in finance/ HR/ back-office in a MNC environment
• Experience to support a regional structure cross Asia countries and sizable team
• Bachelor or diploma degree in Business Management, Finance or Human Resource
• Ability to handle highly sensitive, confidential and non-routine information.
• Success-oriented and comfortable working in a dynamic and fast-pace environment
• Excellent interpersonal, verbal and written communication skills
• Self-starter with excellent anticipation skills; problem solving; follow up
• Demonstrated dependability and sense of urgency about getting results.
• Comfortable working with people at all organizational levels.

Fast Learner and ability to manage variety of tasks in a start-up environment

Metier

Administrative Support, Secretarial Support

Duration unit

Months

Branch

Gas Renewables And Power

Functional discipline

Secretarial/Administrative Support

Experience level required

Minimum 3 years

Employment type

Fixed term position

Employer company

TotalEnergies Marketing Asia-Pacific Middle East Pte Ltd

TotalEnergies