Program & Operations Administrator Aggreko Middle East

What you ll do:

Recruitment Support

• Screening CVs during recruitment process to prepare long list for Program Manager to review.
• Support in scheduling interviews where required
• Support the Program Manager and recruitment in the preparation of some documentation as and when required.

Onboarding Support

• Coordinate onboarding arrangements for new employees, ensuring timely allocation of required work equipment or assets such as IT devices (laptops, phones, sim card), software access, and PPE.
• Arrange travel requirements of Graduate Technicians (GT) such as flight, accommodation, airport pick up, and daily transfers to and from the office and ensure that they receive all necessary travel documents before the scheduled flight.
• Ensure that GTs are guided with their schedules, activities, and whom to report to particularly on the first day of joining.
• Provide guidance to GTs by answering any questions they may ask and by directing them to the right person when necessary.

Off boarding support

• Facilitate communication with IT, Finance, HR and other relevant stakeholders regarding off-boarding matters for employee transfers, resignations, or end-of-contract cases including assets, account removal and updating, system access, and any other essential requirements.
• Coordinate and ensure timely arrangements for employees transfers or flights related to business moves or end-of assignment transitions.

Movement, travel requirements and cost monitoring

• Arrange all travel requirements for GTs to different locations such as ticket, hotel, and transfers are arranged and/or coordinated with relevant parties from the first day until the conclusion of the GT Program.
• Coordinate with projects team, depot staff, and other relevant parties to ensure proper guidance and communication when graduate trainees are on assignment.
• Monitor the GT location and movement on a real time basis by updating the GTP Movement register daily.
• Maintain records of travel-related costs such as flights, accommodations, and visas as appropriate.

Documents and visa requirements

• Maintain personnel records of GT such as passport, visa, photo, and certificates in shared drive for easy referencing and accessibility.
• Determine the visa requirement of each trainee as per the planned movement and ensure that visas are arranged/coordinated or in place before the travel schedule of GTs as well as provide support in requesting LOIs, arranging appointments, or providing personnel documents as necessary.

Rental vehicles

• Manage car hire arrangements, including booking, coordination, and handover of vehicles from the supplier to the employee in a timely manner to support mobility and operational needs of the team.
• Ensure all required documents are complete and track usage until the vehicle is returned to the supplier.

Training

• Support in developing of classroom training schedules for all graduate trainees
• Make sure that scheduled training has a booking of suitable venue.
• Support in the preparation of training materials and fleet required for the Graduate training sessions.
• Verify training logistics requirements with learning team and arrange or coordinate these requirements to stakeholders.

Operations and Administration Support

• Arranges travel requirements such as flight, accommodation, pass/permit, etc. for Midde East (ME) Transactional employees for any business-related movement like site visits and meetings, site deployments, trainings, rotational work and leaves as and when required.
• Collaborates with Learning Team and Operations Line Managers to make sure that planned and required trainings across the ME region are carried out as per the schedule which includes the confirmation of attendees names, and making sure that line managers enroll them in the course offering through Workday Learning as and when required.
• Raises Local Purchase Orders (LPOs) creation on i2B / ERP system M3 as and when required and ensures that the raised LPOs are closed or GRN d in a timely manner.
• Provides general administration support or any other duties considered essential for ME operations as and when required.
• Any other reasonable tasks and responsibilities as per business requirement