|Title||Document Controller (OIL & GAS EXPERIENCED ONLY)|
Job purpose & Scope:
a) Act as a focal point for the Receipt, Registering, Sorting, Archiving and Retrieval of all FI documents related to Facilities Integrity Department and related activities.
b) Coordinate and facilitate all the necessary administrative services to FI personnel and contractor manpower.
c) Produce very high quality data with executive presentations to EMT/GMT and shareholders meetings/ workshops
a) Develop / maintain and update listing of all FI technical documents and records specifying Document Custodian, Document Class, Office Retention Time and CRU Retention Time. identify all documents/ records that need retention or removal for FI documentation by consultation with job officers.
b) Assist FI-M and Team Leaders in creating presentations, map / plan in Microsoft project and create drawing using different application.
c) Manage the department documentation room archiving all incoming/ outgoing correspond-dences and retaining.
d) Receive and store all documents pertaining to FI in accordance with the established Document and Data Control Procedure. Identify and segregate all the documents per contract/ project number and files in accordance with the concerned project numbering system. Directs the re-production, collation and the distribution of certain documents for the appropriate sections within the department.
e) Assist FI personnel in locating and retrieving documents from archives and ensure safe return. Liaise with project team/ job officers to ensure the receipt of complete documents in accordance with contract conditions.
f) Maintains projects / contracts files, plant / subsea inspection / maintenance files, chemical injection / selection related files, subsea structure / pipeline construction files, cathodic protection files, corrosion, metallurgical, intelligent pigging and general administrative correspondences files, prepare and follow-up requisitions for all documents and drawings printing needs from other departments.
g) Maintain tracking system for all incoming documents and create topics in the tracking system to the incoming mails.
h) Evaluate and recommend the methods of archiving, cross indexing and cataloging of all documents and drawings as applicable.
i) Maintain all FI contracts documents, pipeline emergency exercise files and standing instructions files and manuals.
j) Create PDF documents for web viewing and email distribution.
k) Use of scanner for conversion of required documents, specs, general document, data sheets, procedures, for archiving
l) Communicate with IT on faulty printers, raise requests for consumables and follow-up.
m) Raise requisition for stationary, store and distribute as per the personnel needs of the department.
n) Coordinate FI Personnel Protective Equipments (PPE) storage and distribution/inventory and propose purchase requisitions.
Organizational Relationships (Work Contacts):
o Regular contacts with FI Team Leaders and engineers/ job officers for direction and guidance.
Independence of Operations and Decision-making Authority:
o Work in accordance with defined procedures. Completed works shall be reviewed and assessed by FI Manager and Team Leaders.
Desired Candidate Profile
a) Graduate or Diploma in Business Administration or equivalent..
b) 5-8 years in department documentation activities.
c) Knowledge of ISO 9001: 2000/ 2008 with respect to Documentation Management System.
d) Very good knowledge of English.
e) Familiar with computer and scanning operations.