About the Role
The position involves performing a variety of administrative, office, and clerical tasks that support the overall activities of the concerned business unit. This role provides clerical and administrative support within the Operations Support Section / Jetty Operations Section, maintaining and processing a variety of records utilizing electronic filing systems and database files, ensuring compliance with the company's procedures and policies.
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Job Specific Accountabilities
- Maintain relevant data and generate daily reports regarding equipment inspection and utilization details, movement & release statistics, and related activities in the computer.
- Ensure all equipment's planned maintenance is carried out within the respective category (Minor, Major, and breakdown) without fail.
- Maintain work instructions with settled KPIs with the Maintenance department for all owned equipment’s downtime frame.
- Ensure effective preventive maintenance is in place to extend the lifespan of machines.
- Prepare weekly utilization reports and monthly trend analysis reports of the company's owned assets.
- Act as the focal point for all issues relating to maintenance strategy, planning processes, and equipment reliability.
- Ensure efficient maintenance practices lead to cost reduction and budget optimization, minimizing the need for expensive repairs and replacements.
- Align maintenance activities with department budgetary constraints by optimizing resource allocation and prioritizing tasks.
- Maintain equipment movement and utilization registers for traceability records.
- Inspect all lifting equipment such as forklifts and cranes on daily and weekly bases.
Job Specific Accountabilities (Part 2)
- Make necessary arrangements for third-party inspection campaigns such as visual inspection, load tests, and MPI.
- Carry out maintenance of all types of lifting equipment used in cargo operations.
- Perform minor repairs/modifications and other related jobs.
- Carry out general routine duties associated with rigging, material handling, and training other team members for all types of lifting-related activities. Maintain cleanliness at work sites, including jetty areas.
- Responsible for preparing and managing Excel spreadsheets, documents, and reports.
- Maintain details of the site crew.
- Keep records of dates for renewal of security passes for all equipment and vehicles of the department; submit required documents for renewal and coordinate with Admin.
- Note that job responsibilities are not limited to the above, and special jobs may be assigned based on operational requirements.
Support Responsibilities
- File documents according to an established system and maintain a good condition of various routine departmental activities to ensure availability.
- Perform related duties as assigned, such as photocopying files, proofreading documents, and answering queries.
- Provide secretarial services and perform other administrative tasks for timely processing and arranging activities, including typing letters, memos, reports, work schedules, and statistical summaries, while making appointments and relaying messages.
- Handle reception, sorting, registration, typing, e-filing, etc., of incoming/outgoing letters, reports, forms, and other documents to provide highly efficient administrative service.
- Plan and control the ordering, storage, and distribution of office supplies to ensure proper control of stationeries.
Generic Accountabilities
- Implement and comply with all relevant functional policies, processes, systems, standards, and procedures to achieve operational objectives.
- Contribute to identifying areas and opportunities for continuous improvement in operating procedures and functional processes.
- Comply with relevant HSE policies, procedures, controls, and applicable legislation, as well as sustainability guidelines in line with international standards and best practices.
- Provide inputs to prepare section progress reports for company management.
Internal Communications & Working Relationships
- Frequent contacts with other divisions/departments to follow up on outstanding matters.
External Communications & Working Relationships
- Occasional contacts with clients for follow-up on logistic operations.
Minimum Qualification, Experience, and Skills
- Secondary School Certificate with a Diploma or equivalent.
- Minimum 5 years of experience within the Oil & Gas industry in lifting equipment certification and maintenance activities on onshore oil and gas industries.
- Proficient in Microsoft Office 365 Apps such as Word, Excel, PowerPoint, and Outlook.
- Strong client services and commercial awareness, along with advanced knowledge of practices, procedures, and processes involved in maintaining client relationships.
- Good command of written and spoken English; proficiency in Arabic is an advantage.
- Excellent oral communication skills, both face-to-face and via telephone.
- Demonstrated diplomacy, sensitivity, and patience.
Professional Certifications
- Certified office and software user.
Work Conditions
- Physical Effort: Exposure to prevailing weather conditions, 50%.
- Work Environment: Office work, 50.
