ROLE AND RESPONSIBILITIES

• Carry out data entry and data cleaning activities in line with technical information requirements.
• Gather data inputs to prepare daily, weekly, monthly progress monitoring reports highlighting issues along with executive summary for management updates.
• Draft letter, memo and circulate in the E-correspondence to obtain approval and follow up with action owner to reply for internal/external.
• Prepare meeting venues, agenda, assist in the preparations of charts, trends, and presentations for multiple meetings as well as record and track minutes of meeting with action parties.
• Maintain and update all related files and records to ensure availability of information.
• Receive, process, and sort all incoming and outgoing mail, maintaining files, follow up and reports on these activities for proper tracking.
• Follow up Purchase Requisitions, Work orders, call of orders, Ros, Payments in the system to ensure timely processing.
• Prepare Contract requests and follow up for the development and implementation of various agreements.
• Follow up on Budget preparations and expenditure. AFE requests for as and when required.
• Prepare monthly Time Sheet for outsourced manpower, monitor the Overtime trend to monitor the budget and control manpower cost.
• Attend to the users' queries (received through IT Service calls, phone calls, etc.) to provide the necessary support in a timely manner and thus facilitate uninterrupted operations.
• Assist trainees in their developments and assignments. Follow up the progress of the trainees, arranging and coordinating the panel verification of area trainees in accordance with site HT team and preparing required reports.
• List and keep track of all initiatives, improvement plans, maintain and update documents daily to ensure timely availability of information.
• Follow-up and coordinate with relevant department to get the feedback for action plan.
• Mange department leave plans, transportation/logistic arrangements including material transportation requests register.
• Implement and comply with all relevant functional policies, processes, systems, standards, procedures, to accomplish operational objectives.
• Carryout static data entry and updates in the computerized maintenance management system (CMMS) accurately which include, but not limited to, equipment specifications, spare parts’ details, data sheets, drawings etc. for entire Habshan & Bab Division.
• Other SAP related jobs for plant maintenance and operations activities.
• Analyse the relevant Plant’s departments’ requests related to creating fields in the data management system related to the technical specifications, operating locations, system hierarchy, assets, routes to equipment, job tasks, preventive maintenance, etc to meet the business requirements. Make the necessary coordination to obtain clarifications, if required, to ensure performing the job as expected.
• Conduct periodic health check on the system and report any identified malfunction to minimize downtime and maintain the system’s quality assurance.
• Create and update the person groups and assignment matrix in the CMMS for different applications to facilitate the workflow actions initiated by the concerned users.
• Provide CMMS training to new users including trainees to support them in meeting the competency-based training program.
• Update the work management system (WMS) certificates, received from the Training Department in the system for the Maintenance, Operations, Technical Services, and HSE end users to enable signatory roles in the WMS application.
• Prepare shift schedule and coverage for Panel Operators, Supervisors and Shift Controllers during leaves. (Monthly)
• Lead the preparation and standardization of chemical reagents used for the operational activities.
• Arrange Safety Inductions, meetings for visitors/vendors. Organize HSE Quarterly meeting, WMS Audit, Toolbox Talk • Handling TRC (Technical Review Committee) submissions / decisions. • Support the implementation of ISO Certification policies and procedures to achieve reliable results and high level of accuracy and traceability in every process. • Assist in the administrative activities as necessary

MINIMUM QUALIFICATION AND EXPERIENCE

• Bachelor’s degree in any discipline or experienced-based equivalent qualification.
• Good experience in administration assistance, data entry and support role within a large industrial organization, preferably in the oil & Gas industry
• Good knowledge office management systems and procedures
• Effective communication verbal and writing skills.
• Strong working background working in computerized environment, specifically computerized maintenance management system (CMMS) experience required such as but not limited to SAP and Maximo.
• Knowledge of HSE procedures & practices.
• Skills related to Planning and organising, scheduling and co-ordinating, checking, examining, and recording.
• Strong working background in documentation services.
• Experience in technical report writing.
• Time management skills.
• Planning, organising, scheduling, co-ordinating, checking, examining, and recording.