Job Purpose

Maintain efficient methods of filing and document management systems by computerized inventory and retrieval systems. Analyse structures and contents of documents and develop records classification and retention schedules to facilitate filing and retrieval operation, provide necessary technical support to site document control staff to implement efficient document control and records management systems and procedures.

Job Specific Accountabilities (Part 1)

Coordination and Support
• File, maintain and retrieve documents implementing integrated electronic database management workflow system (EDMS) and computerized filling and retrieval system for safe record keeping and availability.
• Visit various project sites to provide necessary support to Document Control staff to ensure all document control functions are well acquainted with our systems, standards and procedures.
• Arrange for disposal of documents, which are declared to be no longer operationally required by the Company in line with approved procedures and in coordination with RMS.
• Maintain inventory of inactive / closed-out documents, encode and dispatch for archiving and retrieve as and when needed for efficient document keeping.
• Participate in the development and maintain procedures for computerized records management systems for timely and easy retrieval of required documents.

Job Specific Accountabilities (Part 2)

Job Specific Accountabilities (Part 3)

Generic Accountabilities

Policies, Systems, Processes & Procedures
• Implement and comply with all relevant functional policies, processes, systems, standards, procedures, to accomplish operational objectives.
Innovation and Continuous Improvement
• Contribute to the identification of areas and opportunities for continuous improvement in the operating procedures and functional processes.
Health, Safety, Environment (HSE) and Sustainability
• Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability guidelines in line with international standards, best practices and ADNOC Code of Practices.
Reports
• Provide inputs to prepare Section progress reports for Company Management.

Generic Accountabilities (continue)

Internal Communications & Working Relationships

• Regular contacts with Senior Engineers, Engineers, secretaries and document control personnel, to obtain documents, specifications, international standards and make sure the standards are latest and revised.
• Has frequent contacts with RMS Project of Administration Directorate for archiving inactive documents, retrieval and disposal of documents, etc.

External Communications & Working Relationships

Contacts with Consultants and contractors personnel to coordinate submission, obtain documents etc.

Minimum Qualification

Secondary School Certificate.

Minimum Experience, Knowledge & Skills

• 4 years' experience in administrative roles including 2 years in a project environment in a large organization.
• Good communication skills.
• Knowledge of computer operations.
• Good knowledge of English.

Professional Certifications

As applicable

Work Condition, Physical effort & Work Environment

Physical Effort
Minimal, involving sitting, walking, standing and computer operations.
Work Environment
Normal office environment.

Additional Details

Job Family / Sub Family: Administration & General Services / Administration Support