About the Role
The role involves maintaining efficient filing and document management systems through computerized inventory and retrieval systems. You will analyze document structures and contents to develop records classification and retention schedules, facilitating filing and retrieval operations. Additionally, the position provides necessary technical support to site document control staff to ensure the implementation of effective document control and records management systems and procedures.
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Responsibilities
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Coordination and Support
• File, maintain, and retrieve documents using an integrated electronic database management workflow system (EDMS) and computerized filing and retrieval systems for secure record keeping and availability.
• Visit various project sites to support Document Control staff, ensuring all functions are familiar with our systems, standards, and procedures.
• Arrange for the disposal of documents declared no longer operationally required by the Company, in accordance with approved procedures and in coordination with RMS.
• Maintain an inventory of inactive/closed-out documents, encode, dispatch for archiving, and retrieve as needed for efficient document management.
• Participate in the development and maintenance of procedures for computerized records management systems for timely and easy retrieval of required documents.
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Policies, Systems, Processes & Procedures
• Implement and comply with all relevant functional policies, processes, systems, standards, and procedures to achieve operational objectives.
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Innovation and Continuous Improvement
• Contribute to identifying areas and opportunities for continuous improvement in operating procedures and functional processes.
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Health, Safety, Environment (HSE) and Sustainability
• Comply with relevant HSE policies, procedures, controls, applicable legislation, and sustainability guidelines in line with international standards and best practices.
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Reports
• Provide inputs to prepare Section progress reports for Company Management.
Internal Communications & Working Relationships
- Regular contacts with Senior Engineers, Engineers, secretaries, and document control personnel to obtain documents, specifications, and international standards, ensuring they are up to date.
- Frequent contacts with RMS Project of Administration Directorate for archiving inactive documents, retrieval, and disposal.
External Communications & Working Relationships
- Contact with consultants and contractors to coordinate submissions and obtain documents.
Minimum Qualification
- Secondary School Certificate.
Minimum Experience, Knowledge & Skills
- 4 years’ experience in administrative roles, including 2 years in a project environment within a large organization.
- Good communication skills.
- Knowledge of computer operations.
- Good knowledge of English.
Professional Certifications
Work Conditions, 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.
