PMC Senior Technical Assistant - Abu Dhabi, United Arab Emirates - Wood

Description

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.

• Minimum of 10 years Document Control/administration Management experience in oil and gas office/fields.
• Exceptional level of computer literacy in Windows Word, Outlook, Excel
• Effective in building good working relationships within the project team, and with project stakeholders.

• Strong Experience of using ACONEX or similar Electronic Document Management Systems, SAP software and related applications.

• Office based in Abu Dhabi.
• Regular visits/relocations to Any Projects and/or operational sites within Al Dhafra Petroluem remote desert locations, as required.

Performs a variety of administrative/ clerical activities of the business unit, including collecting, checking and inputting data, data entry, producing reports concerning the validity of data, verifies and maintains the relative documents.

• Receives application forms, ensures proper completion of such forms, and verifies data /required documents are available and authorized. Inputs the information into the system and issues Cards.
• Produces computerized reports to follow up the due dates/renewal of documents and advises Job Officers/Contractors to provide fresh or renew expired documents in advance.
• Follows up cases covered by dispensation with regards to age limit and ensures that all issues are in line with Management and authority directives.
• Carries out secretarial and filing activities such as maintaining records, updating and fulfilling the requirements of users within Al Dhafra Petroleum and Contractors.
• Establishes and operates an efficient office tasks by providing secretarial and administrative support to the Business Unit, and in particular to SPM,VP,PM.
• Manages the day-to-day operational and administrative activities of the VP by setting and monitoring his or her schedule, organizing the incoming flow of work, prioritizing requests, maintaining a monitoring system, and following-up to ensure timely responses.
• Preparing and Organizing meetings including but not limited to, contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Following the meetings, drafts minutes and circulates to participants.
• Handles confidential and sensitive material related to staffing such as documents related to staffing controls and hiring on behalf of the Vice-President. Also, assists in the orientation and departure process of employees working in the Office of the VP, and of employees reporting to the VP.
• Brings to the attention of the Vice-President documents that require his or her approval or the Senior Vice President s approval and making sure emails and phone requests are followed up.
• Prepare business correspondence often using word processing, spreadsheet, and presentation computer software.
• Receive, process and sort all incoming and outgoing mail, maintaining files, follow up and reports on these activities for proper tracking.
• Establishes and operates an efficient office by providing secretarial and administrative support to the Business Unit, and in particular to the VP,SPM, PM.
• SVP/VP approval and making sure emails and phone requests are followed up.

• Oversee and control the Data Management process, starting from receive, sort and register all incoming and outgoing documents (soft copies/ hard copies) to facilitate efficient document tracking.
• Oversee the process of retrieving data required by management and advice the line manage/ concerned end user on any missing documentation.
• Present monthly status of controlled documents and management reporting; identify documentation issues if any and recommend suitable solutions to be implemented.
• Manage and maintain the flow of controlled documents while logging, tracking and maintaining all documentation. Scan, organize, reference and maintain documents, adhering to the division document lifecycle procedures.
• Communicate with Project Manager, Contractor and Third Parties to agree standards, systems, handover and close - out of project activity to meet project requirements.
• Liaise and share with Engineering to ensure the Document Distribution Matrix (DDM)/RACI matrix is set up to meet project needs.
• Preperare and excute the compilation of final project dossiers, as - built portfolios and archiving.
• Ensuring the Project team is fully trained in all systems and that they work in accordance with the procedures / work instructions and to the project distribution matrices.
• Produce exception reports on late documentation with consistent, concise and accurate information to Project Management review.
• Archiving contract/project documents,Maintain Archive section up to date.
• Successful closeout and handover of documentation as required by line manager.
• Regular periodic backup (electronic copy) of project documents.

Desired Candidate Profile