Pmc Technical Assistant
Abu Dhabi, United Arab Emirates
Job Description
Wood is currently recruiting for a PMC Office Technical Assistant with extensive experience in the oil and gas petrochemical industry.
Role objectives: 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.
Working and travelling requirements:
Roles and Core responsibilities: Administration
Working and travelling requirements:
- Office based in Abu Dhabi. Regular visits/relocations to Any Projects and/or operational sites within Al Dhafra Petroluem remote desert locations, as required.
Roles and Core responsibilities: Administration
- 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\xe2\x80\x99s 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.
- Prepare and execute 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.
- Degree qualified: Bachelor\'s degree or equivalent in a related field.
- Minimum of 7-10 years Document Control/administration Management experience in oil and gas office/fields.
- Exceptional level of computer literacy in Windows \xe2\x80\x93 Word, Outlook, Excel
- Effective in building good working relationships within the project team, and with project stakeholders.
- Proficient: MS Office
- Strong Experience of using ACONEX or similar Electronic Document Management Systems, SAP software and related applications.
Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 60 countries, employing around 35,000 people. www.woodplc.com
Diversity Statement
We are an equal opportunity employer that recognises the value of a diverse workforce. 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.
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Job Detail
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Job IdJD1622815
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IndustryNot mentioned
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Total Positions1
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Job Type:Full Time
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Salary:Not mentioned
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Employment StatusPermanent
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Job LocationAbu Dhabi, United Arab Emirates
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EducationNot mentioned