Minimum Education:Bachelor of Business Administration (B.B.A.) – Management
Experience:0-1 Year
Job Description
1.
Job Purpose:
Jobs at this level undertake various document control functions related to: –
Project documentation, project final documentation /Handover dossier, and archiving for large EPC projects at all phases. This includes PMT, Client, engineering, procurement, construction using EDMS electronic data base management system.
Or, vendor documentation for large EPC projects, using VDMS system
Or, company departments/sections documentation.
2.
Principal Accountabilities:
Handle and control document process for incoming and out-going document using electronic systems and as per the standard procedures. It covers system setup, document receipt/issuance, classification, registration, accuracy & quality validation, posting of documents using STD templates, distribution, approval, tracking, follow up & communicate, close out, handover to client, and archiving.
System set up covering: –
Project / section creation in EDMS (DMS) or (VDMS)
Distribution matrix & approval pattern creation in EDMS for all types of documents (Projects, Vendors, Engineering, S/C, technical, contractual, commercial, etc.).
Filing index creation in DMS/VDMS
Template creation in DMS/VDMS, using STD format
Numbering system creation in EDMS/VDMS
Documentation and distribution of documents, covering: –
Register all on-going & outgoing documents/correspondences
Verification, ensure completeness, classification, and DMS posting
Templates assignment to each document and update
Distribution as per distribution matrix (Either electronically or using transmittals)
Tracking & close out
Issuance of periodic reports and reminders
Document follow up and monitoring covering: –
Issue reminders on outstanding responses & pending document (Incoming & outgoing) and follow up on pending issues.
E-communicate with vendors for SDR & document approval using VDMS system.
Conduct accuracy & quality validation of documents.
Control and maintain document numbering system, as per the procedure
Maintain assigned project database/s.
Ensure proper document classification, sorting, filing and proper archiving.
Hand over dossier compilation, as per the approved procedure.
Final archiving of project documentation.
Participate in the preparation of project coordination and documentation procedure.
Ensure efficient set up and utilization of document control system.
Provide training, guidance and supervision to his subordinates.
Compliance with HSE standards and Company procedures.
3.
Operating Environment:
Office based job
4.
Communications and working Relationships:
Communicate with staff and sections/departments
5
Framework, Boundaries, Decision Making Authority and Responsibility:
Work within a well-structured environment with clear reporting lines and defined accountabilities
Guided by section/Company policies, Integrity Policy & Code of Conduct & HSE standards
6
Knowledge Skills and Experience:
2-years diploma or higher.
Minimum of 7-9 years’ work experience in an engineering or construction environment out of which min 3-5 years’ experience in document control function for EPC projects
Skilled in using EDMS Both (VDMS & DMS) systems, MS office and database.
Ability to work with EDMS techniques.
Fluent in English (Written & spoken).
Good document control reports preparation skills.
Good communication, follow up skills and can work independently.
Good Knowledge in Project documentation, Vendor documentation and project final documentation/handover.
Capabilities to prepare project Document / Vendor control procedures in line with Standard procedures and client requirement.
