• Supervisor all activities related to documents control for the division in line with organization requirements.
• Establish a dedicated tracking system for Audit schedules, findings, keep record of evidence for effective implementation and close-out of audit findings.
• Coordinate and update all ISO procedures in a central location for proper document control.
• Coordinate and assist in preparing of the budget, data entry to the System and prepare monthly cost report with variance and justifications.
• Prepare and follow-up all payments for common operations related Service Work Orders, Release Orders and Purchase Requisitions.
• Prepare the Operator Proactive monitoring Schedule and monitor progress. Prepare the yearly schedule for IR (Infrared) Camera for Operations, coordinate the leak detection survey for each Team. Issue Infra-Red Cameras and maintain the relevant records.
• Plan, organize, classify, and maintain the electronic (Livelink space) and controlled hard copies of technical documents and drawings for the Plant as per the set procedures.
• Maintain different types of documents updated in a timely manner for easy reference and retrieval.
• Register the ongoing projects on the master documentation index to maintain an updated record for easy tracking.
• Distribute the documents to their proper locations timely to avoid delays in taking actions.
• Maintain the technical documents properly archived and ensure the control of their outgoing to end users.
• Assist in verifying the projects’ submissions to ensure that the required documentations are met as per the Company’s standards. Inform the concerned parties about any discrepancy.
• Conduct periodic health check on the electronic and physical files to ensure the documents’ accuracy and robust filing processes.
• Support different Departments by retrieving the requested documents to facilitate their operations.
• Work in close cooperation with the Company’s various Departments for any necessary technical documentations’ requirements.
• Notify the end users about any update on the drawings and technical documents to enable them take further action.
• Identify the documentation processes’ gaps and recommend corrective and improvement actions to ensure a proper and effective documentation strategy.
• Plan and arrange for the disposal of superseded technical documents as per the Company’s procedures.
• Prepare the relevant reports to enable decision making.
• Provide periodic awareness to end users on the use of Livelink to be familiarized with accessing and retrieving the documents.
• Review and update the existing procedures related to document controlling to contribute to improving the efficiency of the documentation processes.
• Implement and comply with all relevant functional policies, processes, systems, standards, procedures, to accomplish operational objectives.
• Comply with relevant HSE policies, procedures & controls and applicable legislation and sustainability guidelines in line with international standards, best practices and Code of Practices.

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.