Personnel Co-ordinator

Project Personnel Co-ordinator

The Project Personnel Co-ordinator is responsible for supporting the EMEAA Project Delivery team with execution of all personnel logistics relating to project assignments, encompassing all aspects of the mobilisation and demobilisation for personnel working in conjunction with HR and operations team. Assisting in various other tasks to ensure that the personnel function runs smoothly and efficiently.

Role specific responsibilities

• To assist with ensuring that all personnel mobilising to projects have the correct training, visas, documentation to meet the project requirements.
• Assist with the process of obtaining second passports, visa applications and work permits.
• Assist with manning assigned projects with competent, certificated and medically fit personnel in accordance with Company and client specific requirements.
• Liaising with the operations team for scheduling and facilitation of personnel changes.
• Track and record comprehensive and accurate personnel movements for projects on personnel tracking system - Solab, recording accurate personnel changes, personnel availability and any uplifts.
• Maintain all offshore personnel records and certification on Solab, ensuring all necessary documentation is available and valid, conduct competence validation checks.
• Manage global travel arrangements and in-country personnel logistical requirements.
• Focal point for travel providers, coordinate accommodation, travel and organise any other logistical requirements for project personnel. Ensuring the best and most cost-effective travel options are selected so that commercial margins for mob/demob fees are achieved.
• Prepare project assignment conditions, travel letters and any other travel or project information.
• Support the project team with cost tracker accuracy and finance with accurate payroll information.
• Dealing with any associated payroll queries and re-directing queries to HR or payroll as necessary.
• Validate and approve offshore personnel timesheets and expense claims, recording expense claims for project approval. 
• Raising purchase orders and validating costs.
• When required, provide support with agency offshore recruitment activities, sourcing suitable personnel.
• Record offshore personnel holiday’s or leave requirements in Solab. 
• Order, log and arrange delivery (if necessary) of PPE requirements for field personnel.
• Attend and minute weekly operations meeting and other project meetings as required.
• Supporting project specific work and new initiatives across the business.
• Suggest improvements on areas the personnel team can operate more efficiency.
• Participate in out of hours on-call rota and participate in the department and emergency on-call response rota.

Job Specific Education Required:

• Good level of standard grades or HNC

Work Experience Required:

• Experience of working in a fast-paced personnel logistics department preferably within the Energy sector
• Experience of visa applications preferably Work visas/Permits/Residencies

Skills & Knowledge Required:

• Able to use own initiative and self-motivated with excellent time management
• Capable in working under pressure, to deadlines and operate in a fast-paced environment, handling multiple assignments simultaneously to meet deadlines
• A "can do" positive attitude, with a focus on delivery
• Excellent communication skills - oral and written
• Strong problem solving and decision-making skills
• Flexible team player with the ability to work as part of a team
• Highly organised and efficient with attention to detail
• Honest, trustworthy, confidential and discreet