Project Secretary

Responsible for supporting the objectives of the Health, Safety, Security, Environmental Policies (HSSE) and Quality Policy and Information Security Management Policy by adhering to applicable Procedures and Work Practices while fulfilling of duties.
2.Accomplishment of all duties delegated by Discipline Managers / Project Managers / Senior Management Team.

Duties:
1.To provide secretarial support to the respective Discipline Managers, Project Managers including handling of calendar management, appointments, meetings, resource booking etc. 
2.Maintenance of records as per procedure and as directed by the respective Discipline Manager /Project Engineering Manager/Project Manager.
3.Assisting the Discipline Managers in the Recruitment process.
4.Preparation of CVs in Wood format and coordinating subsequent update by individual.
5.Create regular reports and update internal databases (Skill matrix, MPP etc.)
6.Preparing necessary documentation for staff movements, status change, business trips and assignments in close coordination with P&O, Travel Desk, Administration and Finance including maintenance of service orders for individuals.
7.Maintain Discipline / Project employee related records as per Procedure.
8.Remind Managers for yearly performance appraisal, confirmation of staffs and maintain records, as required.
9.Carrying out miscellaneous tasks such as coordinating with IT and FM staff for ensuring supplies of Projector, Workstation, Telephone, arranging stationary requirements, etc.
10.Co-ordinate with all concerned to collect reports and incorporate them in departmental reports for Discipline Managers’ review and finalisation. 
11.Maintain and update the contact details of all discipline / projects staff.
12.Always follow the Wood compliance policy and confidentiality.
13.Applying for leave on behalf of office personnel in Leave Management System.
14.Assist new joiners of the department in understanding of Wood system like availing Access Card, Lunch coupons, Sodexo coupons etc.
15.To raise IBM Service now requests for new joiner system, department folder access, software access etc.
16.Timesheet management Macris OLTC (Clearing no cards & Other errors)
17.T&A Management (Comparison reports Booked Vs swiped Hrs verifications)
18.Guest Relations (Client visit & other affiliate office visit’s) supporting / coordination.
19.Organising Discipline & Project get-together and event management
20.Training co-ordination (Maintaining ready reckoner & Teams recordings etc for future use by the discipline)
21.Update of Discipline / Projects What’s app cascade callout as and when there is a new joiner.
22.Workspace management and updating the spreadsheet as and when need arises.
23.Raising CNRF for the new projects assigned.
24.User ID creation for interns (Login Credentials).
25.Discipline Induction records maintaining for new joiners and existing employees man number change.
26.Resolve issues on remote connectivity and following up with IBM for the WFH employee’s support (Discipline or Projects).
27.Maintenace of confidentiality records as demanded by the project.
28.Maintain the project correspondences in both hard copy and soft copy and should be easily traceable.
29.Complete activities/tasks as assigned by project manager/discipline manager time to time.

Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 60 countries, employing around 35,000 people. www.woodplc.com
Diversity Statement 
We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.