Vitol Group

Vitol is an energy and commodities company; its primary business is the trading and distribution of energy products globally – it trades over eight million barrels per day of crude oil and products and, at any time, has 250 ships transporting its cargoes. More recently, Vitol has expanded its gas, power and carbon businesses, and is increasing its focus on clean energy.

Vitol’s clients include national oil companies, multinationals, leading industrial and chemical companies and the world’s largest airlines. Founded in Rotterdam in 1966, today Vitol serves clients from some 40 offices worldwide and is invested in energy assets globally including: circa 16mln m3 of storage across seven continents, 480kbpd of refining capacity and 7,000 service stations across Africa, Australia, Eurasia and in Northwest Europe. Revenues in $140 billion in 2020 (2019 $225bn)[1] . For more information: www.vitol.com.

Our People

It isn’t ships or terminals or cargoes that create our success: it’s the calibre of our people. Being a global business, they come from all over the world and represent a vibrant mix of different nationalities, educational backgrounds and life experiences. In fact, today, people from around 60 different countries work for the Vitol group, all around the world. They continue to build our reputation as a leading player in the energy markets through their creativity, commitment, professionalism and entrepreneurial spirit.

The main role in Rotterdam is that of financial operations who are responsible for issuance and management of all documents related to a transaction as well as follow up of financial documentation, vessels from loading to delivery. In Rotterdam, the financial operations for Vitol SA are handled. There are various different commodity groups (crude oil, distillates (gasoil, diesel & jet), fuel oil, gasoline, naphtha, LPG, bitumen and thermal coal) with operators reporting to the operations manager in Rotterdam. Operations Support works alongside the financial operators assisting with some of the more administrative tasks whilst being exposed to the business. The operation support role is a great starting point towards commercial/financial operations.

We are looking for an energetic administrative assistant with proven track record of working in a legal, corporate secretarial or notary environment.

This is a supporting role that mostly involves administrative tasks to assist the Corporate Legal team with daily tasks. 

Applicants with legal qualifications or experience as legal practitioner will not be considered. 

Main Responsibilities:

• Keeping the physical and digital files up-to-date.
• Entering invoices (from external services providers/ lawyers/ Dutch Trade Register) of the Corporate Legal Team in the invoice processing system (IPR) for approval.
• Distributing original documents internally and externally.
• Collecting signatures of the signatories based in the Rotterdam office and returning PDF copies of the signed documents, as per the request of:
  • the wider Corporate Legal Team
  • the Treasury Paralegal Team
  • Preparation and filing of trade register forms for the Dutch Trade Register
• Entering key corporate information in the database, including:
  • Powers of attorneys
  • Board and shareholder resolutions
  • Change of directors and shareholders
  • Corporate actions (acquisitions, disposals etc.)
• Supporting with the drafting of documents based on internal precedents, including:
  • Board and shareholders’ resolutions
  • Powers of attorney
  • Simplified corporate charts
  • Ownership statements
• Assisting with the preparation of KYC packs and related documents, including:
  • Passport and utility Bills
  • UBO declaration forms
  • Incorporation documents
  • Ownership Statement
• Organising with local notary the notarisation / legalisation of documents, such as:
  • Extracts of registers
  • Incorporation documents
  • True copies of passport and utility bills
  • POAs
  • Board and shareholder resolutions
  • Parent corporate guarantees

• 4+ years of working experience in a team support / assistant role.
• Experience working in a legal or company secretarial team, either in a company, law firm, corporate service provider or notary.
• Reasonable knowledge of basic legal concepts and documentation relating to the management of companies such as incorporation, POAs, legalisation etc.
• Good command of the Microsoft office suite (Outlook, Word, Excel), experience with Visio is an advantage.
• Proficient in English, both spoken and written.
• Available to work full-time from the office (remote work is not an option).
• Capable of handling multiple tasks in a fast paced environment.
• Ability to work autonomously when needed.
• Willingness to help and support stakeholders.
• Strong communication skills, both verbally and in writing.
• Team player.

Our Offer and Benefits

• A fixed 12 months contract
• A role within an international company 
• A flat and approachable organization
• An excellent working atmosphere