ACTIVITES
Document and Correspondence Management:
- Maintain and manage all project-related documents, ensuring accurate and timely processing, distribution, and storage of documents
- Handle correspondence between the TPIF project and stakeholders, including EPC, Owner Engineer, Independent Engineer, E&P Affiliate, and others
- Ensure compliance with document control procedures and systems for efficient document retrieval and audit purposes
- Support the preparation and issuance of reports, meeting minutes, and other project-related documents
- Ensure that all documentation adheres to the project’s standards, including formatting, version control, and distribution protocols
- Monitoring EPC Contractor's Document Schedule
- Ensuring all company documentation is dully filed (both hard and electronic copy) with tracking logs up to date
- Assisting the project team to search and retrieving document/information in the Systems
- Providing management tools such as Status Report/Input Audit Report and any other form of monitoring report required by the Project Director, the Engineering Manager and any other project team member
- Mange the submission of the documentation via EDMS within the required duration
- Manage the internal folder and the access credential for the team SPV team member
- Prepare the communication matrix and insure it’s up to date
- Organize and coordinate meetings, including scheduling, agenda preparation, and minute-taking
- Facilitate clear and effective communication between the Project Director, Engineering Manager, and other stakeholders
- Maintain a record of meeting outcomes and follow up on action items
- Ensure that all document management processes comply with project quality standards and regulatory requirements
- Conduct regular audits of document control systems to ensure compliance and efficiency
- Provide administrative support to the Engineering Manager and Project Director and, including managing calendars, travel arrangements, and other logistical tasks
- Assist in the preparation and dissemination of project communications to internal and external stakeholders
- Maintain confidentiality and ensure the secure handling of sensitive information
- Assist the Project Director in preparing, issuance and reviewing correspondences, reports, and other documentation
ACCOUNTABILITIES
- Accurate and timely management of all project documentation and correspondences
- Effective support to the Project in correspondence preparation and adherence to project procedures
- Maintenance of clear communication and coordination within the project team and with external stakeholders
QUALIFICATION AND EXPERIENCE
- Education, experience, and other criteria that the employee should possess:
- Bachelor's degree in administration or accounting or equivalent
- Minimum of 5 years of experience in the Energy or oil & gas industry as a Document Controller
- Proven experience with Electronic Document Management System (EDMS), like NewProdom, Aconex, and think project
- Knowledge of document control processes and systems on projects and knowledge of the interface management with vendors will be required
- Knowledge of engineering documents and approval processes within projects
- Working knowledge and experience in different types of filing systems and good communication and interpersonal skills
- Computer skills MS Office, Word, Excel, Outlook
- Fluency in English and Arabic
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.