Correspondence Advisor (Атырау 05/11/2020)

About the Role

Proactively participate in designing, formalizing, regularly updating, and implementing the company’s business processes for managing all formal correspondence and communications with governmental agencies, local executive authorities, contracting companies, and other high-profile stakeholders (e.g., KAZENERGY Association).

Responsibilities

• Serve as the single point of entry and exit for all formal correspondence and communications with high-profile stakeholders, providing advice on historical information and managing the flow of formal correspondence.
• Regularly check the arrival of incoming correspondence and communications via the company’s functional email account and mailroom. Conduct an initial review to ascertain the addressor, addressee, content/nature of concerns, and determine if registration in the company’s formal correspondence database (FCD) is required.
• For incoming formal correspondence from high-profile stakeholders addressed to the Managing Director or the company requiring a formal written reply:
  • Make an acknowledgement call or send a message to the addressor, where appropriate.
  • Assess the company’s feasibility to comply with the request and clarify any unclear issues following existing processes and procedural documents (e.g., incoming correspondence distribution matrix).
  • Determine a responsible party within the company to prepare or coordinate the preparation of a formal written reply, consulting subject matter experts or leadership team members as needed.
  • Register incoming correspondence in the FCD, including a brief summary, deadline for reply, and other required details, then forward it to the appointed responsible party.
• For formal outgoing correspondence signed by company representatives other than the Managing Director or their delegate:
  • Check for compliance with internal company requirements, register in the FCD, arrange dispatch, verify receipt by the addressee, and confirm receipt to the responsible party.
• For outgoing correspondence to be signed by the Managing Director or their delegate:
  • Ensure the Director of the related directorate approves the release of the drafted reply.
  • Review the draft for legal requisites, format, typographical accuracy, compliance with NCPSA and JOA terminology, and correctness of attachments and number of copies.
  • Submit the draft to the Legal Managing Counsel (PSA & JOA Compliance) for review, then to the Managing Director or delegate for signature.
• Act as the administrator of the FCD, monitor its performance, advise the Correspondence Coordinator of necessary interventions, and ensure daily quality assurance and control of all database entries. Trace and correct incorrect entries weekly.
• Ensure timely responses to incoming correspondence requiring a company written reply by running and submitting open incoming correspondence reports to Directorate/Department Administrators and, if no progress, escalate to Directors.
• Maintain a confident climate, effective communication, and working relationships with all stakeholders. Liaise regularly and collaborate with company directorate leadership teams, subject matter experts, and department administrators to support effective formal correspondence management.
• Work closely with Shareholders & Authority Relations, Reporting departments under the Strategy & Business directorate, and the Legal directorate to align on information exchange, company positions on business issues, interaction with stakeholders, deadlines, and compliance with RoK legislation, NCPSA, and JOA.
• Archive incoming and outgoing correspondence in the FCD, other applicable databases (e.g., EDMS for reporting), and hard copies (for outgoing correspondence upon special request). Conduct periodic inventory of the archive.
• Perform other assigned duties as required.

Requirements

• Level III University degree, preferably in Legal, Business Administration, English Language, or Linguistics.
• 0-2 years of work experience in a major international oil and gas company office environment, preferably with an emphasis on formal communication.
• Work experience in maintaining business partner relations is preferable.

Skills

• Working knowledge of RoK legislation, NCPSA, and JOA requirements regarding confidentiality, approvals, formal communication, reporting, document filing/retention, and audit requirements.
• Understanding of NCPSA and JOA terminology and applied abbreviations.
• General understanding of internal control requirements on approval authorities (e.g., Manual of Authorities, power of attorney, delegation of authorities).
• Strong organizational and coordination skills.
• Excellent business communication and interpersonal skills, with the ability to work effectively within a diverse community.
• Confidence, emotional stability, problem-solving, and convincing/reasoning skills.
• Ability to analyze and interpret various datasets related to the activities of a major oil and gas company.
• Ability to manage multiple high-priority projects while maintaining keen attention to detail and timelines.
• Fluency in oral and written English, Russian, and Kazakh, with strong writing, grammar, and spelling abilities.
• Good business writing skills, including the ability to write reports and business correspondence.
• Clear articulation, ability to present information, and respond to questions from different stakeholders.
• IT literacy, including proficiency in MS Office (Word, Excel, PowerPoint, etc.).

Schedule

Full-time, 5-day workweek (5/2).

Location

Atyrau.