Senior Project Assistant

APM Terminals
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Purpose
Hateco APM Terminals Da Nang International Gateway Terminal (DIGT) is undertaking a significant greenfield container terminal project "Lien Chieu Port" in Da Nang, Vietnam. Hateco in its role as EPC contactor will deliver the agreed scope of works based on the EPC contract under which.
Nippon
Koei will act as Supervision Consultant reporting to both Hateco EPC contractor and to DIGT as Employer. The APMT project team, supported by Haskoning, will provide governance on behalf of APMT in its role as 49% shareholder in DIGT. The outputs of the project are assets for infrastructure and operational equipment. Managing the interdependencies and interfaces between work packages is a critical activity for the project management team of which the Team Assistant is an important part of.
The objective of this role is to assist the APMT Project Director and team to deliver the project by providing excellent project administration, team administration & communication and business & office administration services and support.
The Team Assistant will act as a lynchpin between APMT project team and the DIGT JV management team; supporting project success and coordinating with broader business functions, existing operations and where necessary supporting the other senior project roles.
Principal Accountabilities and Responsibilities:
Project Administration
Provide support to the Project Director for the management of the project in accordance with project delivery KPIs including project performance reporting.
Accountable for quality control on the translation of key project deliverables. Liaise closely with the senior managers to organise, coordinate and maintain this accountability. Translations may be undertaken internally by the team, Team Assistant or by external translation services.
Support project controls with contract management, document control and PMWeb (a project management platform) coordination, as necessary.
Organize the weekly and monthly progress meetings with the EPC contractor (Hateco), CMB (design consultant, Nippon Koei (Supervision Consultant) and APMT - Haskoning.
Support the preparation of Project Supervisory Committee (PSC) monthly meetings as well as internal SteerCo meetings
Team Administration & Communication
Support varied team and personnel activities including lunch & learn sessions, toolbox talks, team bonding and social events in accordance with the value of the organisation and project team.
Internal project communication; accountable for the project's Microsoft TeamSite, including proactive and inclusive communication of news. This also includes creating, championing and delivering a strategy to increase team collaboration and communication using MS Teams within the project.
Preparation of records such as agenda, notices, minutes and resolutions of meetings.
Provide translation services for the APMT Project Director, if required, during meetings.
Business & Office Administration
Provide administrative assistance to the APMT project team, coordinate meetings, facilities, minutes. APMT visitors coordination and front-of-house, correspondence, travel, visas, and other types of activities.
Liaise closely with facility manager and/or procurement to effectively oversee varied activities including cleaning set-up, office furniture, outdoor decoration, IT and Comms set up (including virtual conference facilities), etc.
Work closely with Safety/HSSE, coordinate PPE and ensure that the visitors safety induction process is well defined and followed.
Ensuring office equipment, materials and furniture are ordered timely and delivered, with optimum quality and service.
Reporting and Scope
The direct reporting line will be to the APMT Project Director
Geographical scope: local - Da Nang Project
Qualifications/Skills/Experience
Experience
Requires a minimum of >5 years of administrative and office management work experience.
Experience of working on a large-scale project preferred.
University degree preferred, but not essential.
Relevant software platforms relevant to the role for example, document control, expenses or travel planning, video and tele conferencing, social media (e.g. LinkedIn).
Systems Knowledge
Microsoft (MS) Office suite
MS Teams
Skills
Strong team player and collaborator.
Strong communication skills - verbally, electronically (via virtual platforms, presentations and emails) and written.
Excellent language skills in English and Vietnamese, both written and verbally.
High attention to details
Requires a high level of planning and organizational skills.
Must be able to handle company information with confidentiality and discretion.
Maersk is committed to a diverse and inclusive workplace, and we embrace different styles of thinking. Maersk is an equal opportunities employer and welcomes applicants without regard to race, colour, gender, sex, age, religion, creed, national origin, ancestry, citizenship, marital status, sexual orientation, physical or mental disability, medical condition, pregnancy or parental leave, veteran status, gender identity, genetic information, or any other characteristic protected by applicable law. We will consider qualified applicants with criminal histories in a manner consistent with all legal requirements.
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