Job Description
Remarkable people, trusted by clients to design and advance the world.
Wood \ Hexagon is currently sourcing for a Business Operations Coordinator to join our team in Equatorial Guinea.
The Business Operations Coordinator serves as the primary business support resource for the Country Office and is responsible for the effective coordination of administrative, financial, procurement, travel, compliance, government reporting, and stakeholder engagement activities.
The role acts as a key interface between the Country Office, corporate support functions, government agencies, partners, service providers, and contractors. The incumbent is expected to operate with a high degree of autonomy, exercise sound judgment, and proactively identify opportunities to improve business processes, strengthen controls, and support achievement of company objectives.
The Business Operations Coordinator plays a critical role in maintaining efficient office operations, supporting business planning activities, ensuring compliance with company procedures and regulatory requirements, and providing high-level support to the Country Manager and visiting executives.
This position is only open to National Equatorial Guinea personnel.
Please note this is an "Expression of Interest" position at this stage for a future potential requirement.
Location: Malabo, Equatorial Guinea, West Africa
Rotation \ Work Pattern: Residential position 6-day week \ 8-hour day
Responsibilities
Key Accountabilities & Responsibilities:
Business Operations & Office Management
- Serve as the focal point for all administrative and business support activities within the Country Office.
- Coordinate and oversee day-to-day office operations to ensure an efficient, professional, and well-controlled working environment.
- Develop, implement, and maintain administrative procedures, workflows, and office controls that support operational effectiveness and compliance.
- Identify opportunities to improve efficiency, streamline administrative processes, and reduce operating costs.
- Support implementation of corporate initiatives, office improvement projects, and organizational change activities.
- Ensure office facilities, equipment, service contracts, and support resources are maintained and managed effectively.
Procurement, Vendor Management & Commercial Support
- Coordinate procurement activities in accordance with company policies and approved authorization limits.
- Prepare, review, and monitor Purchase Requests and supporting procurement documentation.
- Coordinate vendor onboarding activities and maintain approved vendor records.
- Develop and maintain productive relationships with suppliers, contractors, and service providers.
- Support contract administration activities, including monitoring contract status, deliverables, and performance obligations.
- Monitor supplier performance and recommend opportunities for service improvement and cost optimization.
- Assist with evaluation of vendor proposals, quotations, and commercial submissions.
Finance Administration & Cost Control
- Maintain visibility of office expenditures, commitments, and budget utilization.
- Support preparation of annual budgets, periodic forecasts, and expenditure plans.
- Monitor commitments against approved budgets and identify potential cost overruns or budget variances.
- Prepare expenditure reports, cost summaries, and management dashboards for review by the Country Manager.
- Coordinate invoice review and verification processes to ensure accuracy and compliance with company procedures.
- Act as the primary liaison between local vendors and Houston Accounts Payable personnel.
- Support resolution of invoice discrepancies, payment inquiries, and vendor account issues.
- Support Accounts Receivable activities, including invoice tracking, payment follow-up, and receivables reporting.
Government Relations & Regulatory Support
- Coordinate preparation and submission of required government reports, permits, registrations, and compliance documentation.
- Maintain visibility of regulatory reporting requirements, deadlines, and obligations.
- Support interactions with government ministries, regulatory agencies, and national institutions.
- Maintain records of permits, licenses, registrations, and official correspondence.
- Assist in preparation of documentation required for government meetings, presentations, and stakeholder engagements.
Stakeholder & Corporate Coordination
- Coordinate interactions with partners, government agencies, contractors, suppliers, and service providers.
- Support planning and execution of partner meetings, government meetings, workshops, and executive visits.
- Maintain stakeholder contact databases and engagement records.
- Coordinate logistics and administrative support for visiting corporate personnel and business partners.
- Support development and maintenance of positive working relationships with key external stakeholders.
Compliance, Audit & Governance
- Maintain office compliance calendars and reporting schedules.
- Support implementation of company policies, procedures, and governance requirements.
- Coordinate internal and external audit support activities.
- Maintain accurate records and supporting documentation to ensure audit readiness.
- Support monitoring of compliance with corporate, regulatory, and contractual obligations.
Travel, Immigration & Visitor Coordination
- Coordinate domestic and international travel arrangements for employees and visitors.
- Manage visa applications, immigration documentation, work permit support activities, and travel requirements.
- Coordinate accommodations, transportation, airport logistics, and visitor itineraries.
- Ensure travel arrangements are cost-effective, compliant, and aligned with company requirements.
Executive Support & Business Reporting
- Act as the primary support resource for visiting executives and corporate personnel.
- Prepare executive presentations, briefing materials, reports, and meeting packs.
- Coordinate preparation of management reports, performance updates, and business summaries.
- Prepare meeting agendas, action trackers, and follow-up reports.
- Translate business correspondence, reports, and presentations between English and Spanish when required.
Qualifications
What makes you remarkable?
Education & Experience
- Bachelor's Degree in Business Administration, Finance, Accounting, Management, Economics, or a related discipline.
- Several years of progressively responsible experience in business operations, administration, finance support, procurement, office management, or related functions.
Knowledge, Job Specific Skills & Experience
- Experience in the oil and gas, energy, engineering, or project-based sectors.
- Experience supporting senior leadership within an international or multinational organization.
- Experience with procurement processes, vendor management, cost control, and budget monitoring.
PC Application Skills
- Strong proficiency in Microsoft Excel, Word, PowerPoint, and Outlook.
Desirable
- English and Spanish language proficiency.
- Experience interacting with government agencies and regulatory authorities.
- Experience supporting audits and compliance activities.
- Experience working within multinational corporate environments.
Key Competencies
- Business Acumen
- Financial Awareness
- Stakeholder Management
- Planning & Organization
- Procurement & Commercial Understanding
- Problem Solving & Decision Making
- Communication & Influence
- Attention to Detail
- Integrity & Confidentiality
- Initiative & Ownership
About Us
Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 45 countries, employing around 25,000 people. www.woodplc.com
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.
