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Project Secretary

Project Secretary

Requisition ID 
Work Location 
Department / Discipline 
Administration/Secretarial/Support Staff
Additional Work Location 
Position Type 
Fixed Term

Job Description

Overview / Responsibilities

Wood is currently recruiting for a Project Secretary to support our Marjan project in al-Khobar, Saudi Arabia.   


Wood has been selected to develop a FEED for a mega program in the Onshore Eastern Province surrounding Tanajib, Safaniyah and Ju’aymah in Saudi Arabia. The increased crude and gas production will demand the initial expansion of an onshore GOSP (gas oil separation plant) at Tanajib, a Greenfield 2.5bnscf (billion standard cubic feet) gas plant, together with NGL (natural gas liquid) expansion at Wasit. This will all be supported by a new cogeneration power plant expected to generate 750 Mw (megawatts) for both onshore and offshore compression, together with power for onshore utilities.


  • Implement and adhere to approved quality management system procedures. Maintain all secretarial administrative electronic files in accordance with procedures
  • Prepare and coordinate presentations / conference call / meetings and events with internal and external parties
  • Manage and ensure timely arrangement of all meetings. Maintain the Conference Room Schedule. Ensure that all electronic correspondence is processed in accordance with procedures
  • Arrange meetings, schedules locations, coordinates time with listed attendees, arranges refreshments and equipment as needed
  • Manage and maintain all logs and rosters (Leave Plan, PAN Register, Correspondence Log, POB, Vacation Plans, etc.) for the project team
  • Maintain Outlook project and group calendars by entering meeting details (including location and transport arrangements etc.), team holidays and absences. Inform relevant team members / departments of team absences as necessary
  • Distribute incoming / outgoing hard copy correspondence (including attachments), filing and scanning of same in accordance with our filing structure and procedures. Type documents using project templates, ensuring grammatical accuracy. Record telephone messages and passing them on by email or leaving a voicemail message
  • Coordinate travel arrangements inclusive of air ticket, hotel accommodation, visa arrangement, claims, etc. for the Managers and Project Team
  • Obtain clarification of policies and procedures for Project Staff. Coordinate for training arrangements with Managers and Staff (internal and external). Compose drafts and completes non-technical correspondence from oral and / or written instruction from Project Management and SAPMT
  • Purchase small expensed items. Assist Management with preparing reimbursement and other claims
  • Process and obtain approvals of Client’s Permanent ID and temporary IDs & vehicle stickers. Track of Client IDs and renewal and surrendering of IDs after project completion / personnel exit
  • Coordinate the Project personnel site visit including their PPEs / transportation. Assist with the preparation of project presentations
  • Prepare E-review for project submission. Maintain E-Review comment from client and updating and attending e-review meeting and its updating
  • Responsible for timely distribution of all correspondences and other document to Client office and from Client office. Coordinate with Client Office Secretary for all submissions
  • Ensure that the clear desk policy is maintained. Maintain / monitor minimum stationery / toners / photocopier paper for Project use

Skills / Qualifications

  • Bachelor Degree preferably in Business Administration
  • High level skills in utilizing Microsoft Word, Excel and PowerPoint
  • Prior experience in supporting senior management
  • Good organization and communication skills
  • Good command of the English language
  • Good level of confidentiality where required

Company Overview

Amec Foster Wheeler (www.amecfw.com) designs, delivers and maintains strategic and complex assets for its customers across the global energy and related sectors.


Employing around 36,000 people in more than 55 countries and with 2015 revenues of £5.5 billion, the company operates across the oil and gas industry – from production through to refining, processing and distribution of derivative products – and in the mining, clean energy, power generation, pharma, environment and infrastructure markets.



Amec Foster Wheeler offers full life-cycle services to offshore and onshore oil and gas projects (conventional and unconventional, upstream, midstream and downstream) for greenfield, brownfield and asset support projects, plus leading refining technology.


Amec Foster Wheeler shares are publicly traded on the London Stock Exchange and its American Depositary Shares are traded on the New York Stock Exchange. Both trade under the ticker AMFW.

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.


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