Location: Basrah
Job Type:
Permanent
Sectors:
Default
Closing Date:
2025-11-06
About vacancy
mselect is looking to hire a Site Administration Assistant for an international energy client in Basrah, Iraq. Candidates must have a minimum of 5-7 years of experience in a site administration role, preferably in construction or a similar industry. Fluency in English and Arabic is a must.
Job Purpose
The Project Administration and Assistance is responsible for managing all site activities to support the project construction team in Basrah, Iraq.
Key Responsibilities
Activities
Daily Administrative Tasks:
Requirements
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.
Job Purpose
The Project Administration and Assistance is responsible for managing all site activities to support the project construction team in Basrah, Iraq.
Key Responsibilities
- Main responsible to control and record the project staff daily POB
- Material and equipment procurement and stock management by ensuring the procurement, delivery, and inventory of office materials and equipment, personal protection equipment and other tools
- Manage correspondence and communication between internal team, all projects and stakeholders
- Assist in monitoring project expenses and budget allocations
- Assist to prepare presentation, letters translation and issuance
Activities
Daily Administrative Tasks:
- Manage correspondence and communication between project teams, contractors, and stakeholders
- Maintain physical and digital filing systems for project documentation and team documentation
- Handle phone calls and direct inquiries to appropriate personnel
- Schedule, coordinate, and prepare agendas for meetings; record and distribute minutes
- Communication Management: Handle internal and external communications, ensuring timely responses and information flow
- Coordinate the preparation and submit daily, weekly, and monthly reports on project progress, issues, and resolutions
- Coordinate travel arrangements for project personnel and visitors
- Manage office supplies and equipment for the project site
- Arrange accommodation and transportation for project staff and visitors, ensuring their safety and comfort
- Coordinate all materials and equipment: procurement, delivery, and inventory management of materials and equipment required by the construction team
- Ensure the site is equipped with necessary facilities such as office space, restrooms, and storage areas
- Help with basic budgeting and expense tracking for the project site
- Process invoices and expense reports
- Maintain records of financial transactions related to the project
- Assist in monitoring project expenses and budget allocations
- Handle the processing of invoices and payment requests in coordination with the finance department
- Prepare regular expense reports for review by the Project Director
- Staff Coordination: Maintain records of project staff daily POB
- HSE Compliance: Ensure all site activities comply with local and international health, safety, and environmental regulations
- Safety Training: Coordinate safety training sessions for site personnel
- Assist in communication with local authorities in Basra
- Help coordinate with local suppliers and service providers
- Support the team in navigating local regulations and customs
- Facilitate communication between various project teams and departments
- Manage and maintain project management software and databases
- Provide basic IT support for on-site personnel
- Keep track of equipment and materials inventory for the project
- Assist in procurement processes and documentation
- Travel Arrangements: Organize travel itineraries for the Project Director and project and to all project staff
- Special Projects: Undertake special administrative projects as assigned by the Project Director
Requirements
- A bachelor’s degree in business administration, Project Management, or a related field
- Experience minimum of 5-7 years of experience in a site administration role, preferably in construction or a similar industry
- Proven track record of handling administrative tasks in a project environment
- Basic IT support skills for on-site personnel
- Strong organizational and documentation skills
- Excellent verbal and written communication skills
- Ability to manage correspondence and communication effectively between various stakeholders
- Experience in coordinating travel arrangements, accommodation, and transportation for project staff and visitors
- Competence in managing office supplies and equipment logistics
- Understanding of basic budgeting and expense tracking
- Ability to process invoices and manage financial records
- High and proved IT proficiency, particularly in MS Word, Excel, and Power Point
- English and Arabic written and speaking
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.
