Technical Assistant

Technical Assistant

Provide administrative, personnel coordination, document control, and executive support to the Head of Construction & Projects and the Engineering & Construction team. Support efficient department operations, workforce mobilization, personnel administration, travel coordination, and document management while ensuring effective communication with internal and external stakeholders.

Key Responsibilities

Executive Support

• Adhere to company HSE requirements, policies, procedures, and industry best practices.
• Maintain confidentiality of business and personnel information.
• Manage calendars, meetings, correspondence, travel arrangements, and executive logistics.
• Coordinate schedules and facilitate communication between management and stakeholders.
• Prepare reports, presentations, and other administrative documents.

Personnel Administration & Coordination

• Coordinate travel arrangements, accommodation, transportation, and related logistics.
• Provide general administrative support including document preparation, filing, record management, and spreadsheet maintenance.
• Organize meetings, events, and departmental communications.
• Maintain employee leave, attendance, personnel databases, and workforce records.
• Support onboarding and offboarding activities, including inductions, training, PPE, IT access, and equipment requests.
• Process employee expense claims.
• Coordinate contractor resource assignments to meet workforce planning requirements.
• Verify personnel certifications, qualifications, and mandatory training compliance.
• Support personnel mobilization and deployment across multiple work locations.
• Arrange operational training and associated travel logistics.
• Coordinate workspace allocation and general facilities support.

Communications & Document Management

• Support departmental communications and intranet updates.
• Maintain, distribute, and track technical and administrative documents.
• Ensure accurate and timely document registration within document management systems.
• Monitor document workflows and follow up on overdue actions.
• Maintain document registers and records in line with company procedures.

Working Environment

Engineering & Construction project environment. Frequent interaction with employees, contractors, and external stakeholders. Primarily office-based with occasional site visits and travel. Standard business hours with flexibility to support operational needs.

Qualifications & Experience

• Education: Diploma, Higher Certificate, or equivalent qualification.
• Experience: Minimum 10 years of administrative or support experience.
• Minimum 5 years supporting engineering, construction, operations, or large-scale project environments.

Skills & Competencies

• Strong administrative, coordination, and organizational skills.
• Experience with document control and information management systems.
• Fluent in English, with excellent verbal and written communication skills.
• Strong interpersonal and stakeholder management abilities.
• Able to manage multiple priorities and work effectively under pressure.
• Strong time-management and problem-solving skills.
• Self-motivated, adaptable, and a collaborative team player.
• Proficient in Microsoft Office and other business productivity tools.
• Quick learner with the ability to adapt to new systems and technologies.