Secretary (T)

Aramco Americas Company

Secretary (2040)

Marjan GOSP's Upgrade Unit Staff - Houston, TX - Temporary

OVERVIEW:

This position provides advanced-level administrative support and functions as the liaison between SAO and host companies in support of the Saudi Arab Professional Intern Program. 

This is a single incumbent position.

SCOPE:

Responsible under the general direction of the assigned Work Director for the identification of new host companies or working with existing host companies for Intern Program assignments for SAO. The incumbent is expected to work independently and with minimal work  direction  in the fulfillment  of assigned  duties.

This position will monitor adherence to approved budgets set for specific intern training needs during their assignments.

BUSINESS CONTACTS:

• Interacts with a variety of vendors, contractors, and consultants on multiple issues as required by task assignments. Act as a liaison with other SAO departments and outside parties.


• Internal:


• Regularly with work director to discuss, progress of assignments and to recommend alternative strategies for reports, presentations, etc. Division Heads periodically; Executive Management occasionally; unit and division personnel frequently.  May also work with SAO employees, either by fax/phone/e-mail or in  person.

PRINCIPAL DUTIES:

• Pre-Assignment Responsibilities
  
  
  
  • Contact existing host companies (with contracts) to discuss placements;
  
  
  • Contact suggested / potential host companies to discuss placements (includes some contract negotiation);
  
  
  • Follow thru with contract execution with host companies;
  
  
  • Liaison between Saudi Aramco - Host companies and intern candidates;
  
  
  • Initiate paperwork for J-1 visa applications.
  
  
  
  


• Assignment Liaison Responsibilities:
  
  
  
  • Monitor budgets set and approved for specific interns training
  
  
  • needs / requirements during their assignment;
  
  
  • Monitor intern's assignment with host and with intern;
  
  
  • Secure monthly reports and time sheets from each intern;
  
  
  • Insure performance appraisals are completed for each intern from each host company 2 times during the assignment;
  
  
  • Advise / counsel with interns based on need (Professional issues / technical issues / personal issues);
  
  
  • Secure intern end of assignment needs such as vacations / housing needs upon return to SAO.
  
  
  
  


• Post-assignment  Responsibilities:
  
  
  
  • Resolve any outstanding personal issues for interns after they have departed the US;
  
  
  • Make personal deposits into their bank accounts as needed.
  
  
  
  


• Proficient in various Company computer  systems  used within  the assigned  organization  to enter and retrieve information. Examples are VIS-OE, ITS, SOC, SOL, PATIS, MIS, SAMS, on CD, VSMF, ASTM, ASME, SAP, and other industry standards,  various  Company  sponsored  forms,  newsletters, etc.

Performs other advanced administrative duties and information management support within the assigned organization as expected and assigned. 

MINIMUM REQUIREMENTS:

• High school diploma required. Additional formal education is preferred, e.g., one or more years or college.


• Ten (10) years of technical, secretarial, or administrative experience required.


• Must be able to communicate and comprehend logically, accurately and concisely in English at a level required to perform the job as outlined Must possess good work habits, a strong work ethic, must adhere  to  company  work  hours,  policies, and  standard  business etiquette.


• Proficient with advanced word processing, spread sheet, and database functions in the Windows environment. Able to perform special functions such as creating complex queries, macros, forms, graphs, reports, presentations, etc. Able to present information logically and to provide training to co-workers as required.


• Must have the capability to utilize standard and specialized work tools with minimal direct supervision. Must have the capability to develop additional specialized tools as needed to assist and support management and professional staff in the area assigned. High level of familiarity with various Company information systems used and work processes within the assigned organization preferred. 

WORK ENVIRONMENT & PHYSICAL ACTIVITY:

• Operates standard office equipment, including but not limited to: personal computers, calculators, telephone, fax machine, copy machine, etc.


• Reads and comprehends published, handwritten, and typewritten materials, company forms, and computer printouts.


• Proficient with word processing, spreadsheet, and database functions in the Windows environment.


• Travels to meetings, seminars, and to vendor offices in Houston and throughout North America.


• Sporadic onsite visits with interns and/or host companies for public relations matters and or intern assignment need.


• The job requires the typical physical demands of an office environment and is normally performed in an air-conditioned, well-lighted office building that meets building, safety occupant health, and facility access codes.  

NO THIRD-PARTY CANDIDATES ACCEPTED; TEMPORARY POSITION ANTICIPATED TO LAST APPROXIMATELY 52 WEEKS.