OVERALL PURPOSE OF JOB (State briefly why the job exists.)

a)      To provide administration support to the Business Development Team /Technical Sales Managers based in Cape Town

PRINCIPAL ACCOUNTABILITIES (Describe the important end results of the job, ie what has to be achieved and why.  Start with the most important and number each one separately.)

1.

Normal administrative duties, including internal correspondence, reports, spreadsheets, presentations, databases, filing,  schedule and minute meetings for Business Development and Technical Sales.

2.

Support the business Development Managers in the preparation and construction of Bid Documentation and compilation of final Bids. This will entail the use and application of various computer packages.

3.

Maintain all Bid records and marketing documentation, to ensure its availability for proposals, bids and presentations.

4.

Printing draft and final documents , including collating the technical and commercial bid document/volume – ensure accuracy and attention to detail

5.

Ensure communication and information flow with all BD Managers, Region Technical Manager and Technical Sales Engineers is clear, accurate and effective at all times, through good and open communication.

6.

Organising meetings

ORGANISATION Show job titles

(a)   Immediate Supervisor (s)                    Line:

                                                         Function:

Region Technical Manager – West/South Africa

Business Development and Technical Sales Managers

(b)   Other jobs reporting to the same supervisor

Business Development Managers/Client Account Managers

DIMENSIONS Record any significant quantities on which the job has some effect, eg budget or turnover, records processes, employees supervised.  Where appropriate, express annual figures and indicate the year to which they relate.

·         Administration support for up to 4 persons

JOB CONTEXT AND MAIN ACTIVITIES Outline the context in which the job operates, and record the types of activity involved in achieving principal accountabilities.

·         Managing communication processes efficiently.

·         Managing time effectively.

·         Organise the Bid process

·         Support of the Business development Team in all administrative matters

DECISION MAKING AUTHORITY/LEVEL OF SUPERVISION REQUIRED

·         Prioritise own workload, and being pro-active in seeking out tasks that need to be completed.  Limited decision making – day-to-day decisions in consultation with Team

RELATIONSHIPS Who are the job holder’s most important contacts and for what purpose?  Consider both external and internal contacts, excluding immediate supervisor and subordinates but including personnel at other Expro locations if appropriate.

Business Development Team

Region Technical Manager – West/South Africa

Area Managers – Africa

Business Development Managers – West/ South Africa

Group Technical Resource – UK

Group Marketing – UK

Region Support – Gt Yarmouth

Local administration staff

JOB CHALLENGES Identify the most complex or demanding aspects of the job.

·         Ensuring the bid document is complete (Indexed as per customer requirements, in order , referenced , filed)

·         Timely and accurate completion of tasks – strict deadlines are to be maintained

·         Prioritise own workload so that the level of activity is optimised – this includes setting timelines.

·         Ability to work largely unsupervised, and to seek out tasks that will enhance the smooth running of the team.

·         Accuracy and attention to detail

JOB KNOWLEDGE & EXPERIENCE Indicate only the essential background qualifications, education, skills AND aptitudes, specialist training and experience necessary to perform the job competently.

·         Significant experience in administration duties.

·         Ability to work alone and in teams.

·         Self motivated and self sufficient.

·         Ability to communicate across cultural boundaries.

·         Computer literacy in proprietary software packages, (in particular MS Word, Excel, Powerpoint, Access, Adobe)

·         Dynamic

·         Organised and Flexible.

·         Unconditionally constructive.

·         Industry awareness.