Overview / Responsibilities
Wood (trading locally as QED International) is currently looking for Correspondence Advisor to join our client NCOC in Atyrau.
Participate proactively in designing, formalization, regular update and implementation of the company business process on management of all formal correspondence and communications with the governmental agencies, local executive authorities, Contracting Companies and other high profile stakeholders (KAZENERGY Association etc.)
Act as a part of the Correspondence team as the single point of entry and exit for all formal correspondence and communications with high profile stakeholders;
provide advice on historical information; manage flow of the formal correspondence :
Check arrival of incoming correspondence and communications on regular basis via company functional email account and mailroom;
make first review of the incoming correspondence to ascertain an addressor and an addressee, content / nature of the addressor’s concerns and to judge on if it is to be registered with the company formal correspondence database (FCD)
In regard to the incoming formal correspondence from the high profile stakeholders addressed to Managing Director or the company requiring formal written reply : make acknowledgement call or type message to the addressor, where appropriate;
judge on the company’s feasibility to comply with the addressed request and clarify it, if unclear issues following the existing process and the related procedural documents (in particular, incoming correspondence distribution matrix), determine a responsible party within the company to prepare or coordinate preparation of formal written reply;
if and where required, confer with subject matter experts or extended leadership team members in regard to appointment of a responsible party register incoming correspondence with the FCD by filling in all the required fields, including brief summary on the content, deadline for provision of reply, make other required arrangements and forward it to appointed responsible party for action
In regard to formal outgoing correspondence : signed by company representatives other than Managing Director or his / her delegee - check it for compliance with the internal company requirements, register with FCD, arrange dispatching, verify receipt by an addressee and confirm the receipt to the company responsible party to be signed by Managing Director or his / her delegee make sure that Director of the related directorate approved release of the drafted company reply, review draft for company legal requisites, format, typographical accuracy, compliance with NCPSA and JOA terminology, check availability and correctness of attachments, number of copies, submit it to Legal Managing Counsel (PSA & JOA Compliance) review and, once reviewed, submit to Managing Director or his / her delegee for signature
Act as an administrator of FCD, monitor its performance, advise Correspondence Coordinator of any necessary interventions;
ensure daily quality assurance and quality control of all entries into the database and trace incorrect entries on weekly basis
Ensure incoming correspondence requiring company written is responded on time : run and submit open incoming correspondence reports to Directorate / Department Administrators first and then, if no progress, to Directors
Maintain confident climate, effective communication and working relationship with all stakeholders; liaise on regular basis and work collaboratively with all company directorate leadership teams, subject matters experts, directorate / department administrators etc.
to support an effective formal correspondence management and control requirements in the area
Work closely with Shareholders & Authority Relations and Reporting departments under Strategy & Business directorate as well as Legal directorate in regard to exchange of information, alignment on same information to be released in regard to the company position on various business issues, interaction with internal and external stakeholders, information submission deadlines, compliance with requirements of the RoK legislation, NCSPSA and JOA and internal approval authority issues etc.
Archive both incoming and outgoing correspondence with FCD, other database where applicable (e.g. EDMS for reporting), hard copies (outgoing ones in case of special request from responsible parties);
make periodic inventory of the archive
Skills / Qualifications
University degree, preferably in Legal, Business Administration, English Language and Linguistics
3+ years of work experience in a major international and gas company office environment, preferably with an emphasis on formal communication
Work experience of maintaining business partner relations
Experience in working with databases, monitoring tools is beneficial