Document Controller

Overview

Schedule: Office Working Hours (Work Schedule 6/1; potential remote working for senior roles one week in 5 or 6 TBD)

Location: Basra Region, Iraq (Accommodation, food, and transportation provided by the company)

Project Duration: 24-30 months

Mobilization: ASAP

Context And Environment

• Company: TEEP Ratawi Hub, a new company, overseeing multiple projects, including the Common Seawater Supply Project (CSSP), Gas Mid-stream Project (GMP), Associated Gas Upstream Project (AGUP), and a 1000MW Solar Power Plant (SPP).
• Role Environment: On-site in Basra, Iraq, requiring adaptability to a challenging environment.
• Support Role: Provide essential document management and communication support to the Engineering Manager and Project Director, ensuring smooth project operations and adherence to procedures.
• Autonomy and HSE: High level of autonomy required, with an emphasis on managing Health, Safety, and Environmental (HSE) aspects in remote locations.
  
  

This role is critical for ensuring seamless document management and communication flow, contributing significantly to the successful execution of the TPIF project.

Job Dimensions

• Scope: Manage all project-related documents and correspondence between the TPIF project and stakeholders, including EPC contractors, Owner Engineers, Independent Engineers, affiliates, and others.
• Responsibilities: Support the Project Director in preparing correspondences and ensuring compliance with project management procedures and document issuance.
  
  

Qualifications And Experience

• Education: Bachelor’s degree in Administration, Accounting, or a related field.
• Experience: Minimum of 5 years in the Energy or Oil & Gas industry as a Document Controller.
• Skills and Knowledge:
• Proven experience with Electronic Document Management Systems (EDMS), such as NewProdom, Aconex, or Think Project.
• Knowledge of document control processes and systems on projects, and experience with interface management with vendors.
• Understanding of engineering documents and approval processes within projects.
• Proficiency in filing systems and strong communication and interpersonal skills.
• Computer skills in MS Office, Word, Excel, and Outlook.
  

Main Accountabilities

• Accurate and timely management of all project documentation and correspondence.
• Effective support in correspondence preparation and adherence to project procedures.
• Maintenance of clear communication and coordination within the project team and with external stakeholders.
  
  

Activities

• Document and Correspondence Management:
• Maintain and manage all project-related documents, ensuring accurate processing, distribution, and storage.
• Handle correspondence between the TPIF project and stakeholders, including EPC, Owner Engineer, Independent Engineer, and E&P Affiliate.
• Ensure compliance with document control procedures and systems for efficient retrieval and audit purposes.
• Support the preparation and issuance of reports, meeting minutes, and other project-related documents.
• Adhere to project standards for documentation, including formatting, version control, and distribution.
• Monitor the EPC Contractor's Document Schedule and ensure all company documentation is filed (both hard and electronic copies) with updated tracking logs.
• Assist the project team in searching and retrieving documents/information in the systems.
• Provide management tools such as Status Reports, Input Audit Reports, and other monitoring reports required by the Project Director and the Engineering Manager.
• Manage the submission of documentation via EDMS within required durations.
• Manage internal folders and access credentials for the SPV team members.
• Prepare and maintain the communication matrix, ensuring it is up-to-date.
• Meeting and Communication Coordination:
• Organize and coordinate meetings, including scheduling, agenda preparation, and minute-taking.
• Facilitate clear communication between the Project Director, Engineering Manager, and other stakeholders.
• Maintain records of meeting outcomes and follow up on action items.
• Quality Assurance and Compliance:
• Ensure all document management processes comply with project quality standards and regulatory requirements.
• Conduct regular audits of document control systems for compliance and efficiency.
• Provide administrative support to the Engineering Manager and Project Director, including calendar management, travel arrangements, and other logistical tasks.
• Assist in the preparation and dissemination of project communications to internal and external stakeholders.
• Maintain confidentiality and ensure secure handling of sensitive information.
• Assist the Project Director in preparing, issuing, and reviewing correspondences, reports, and other documentation.
  

BH-MS0834

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