About the Role
The role involves maintaining efficient methods for filing and document management systems through the implementation of computerized inventory and retrieval systems. The position requires analyzing the structures and contents of documents, developing records classification and retention schedules to enhance filing and retrieval operations, and providing essential technical support to site document control staff in executing effective document control and records management systems and procedures.
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Responsibilities
- Coordination and Support
- File, maintain, and retrieve documents by implementing an integrated electronic database management workflow system (EDMS) and computerized filing and retrieval systems for safe record keeping and availability.
- Visit various project sites to provide necessary support to Document Control staff, ensuring all document control functions are familiar with the systems, standards, and procedures.
- Arrange for the disposal of documents that are no longer operationally required by the company following approved procedures and in coordination with RMS.
- Maintain an inventory of inactive/closed-out documents, encode and dispatch them for archiving, and retrieve them as needed for efficient document management.
- Participate in the development and maintenance of procedures for computerized records management systems to ensure timely and easy retrieval of required documents.
Generic Accountabilities
- Policies, Systems, Processes & Procedures
- Implement and comply with relevant functional policies, processes, systems, standards, and procedures to accomplish operational objectives.
- Innovation and Continuous Improvement
- Contribute to identifying areas and opportunities for continuous improvement in 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 and best practices.
- Reports
- Provide inputs to prepare Section progress reports for company Management.
Internal Communications & Working Relationships
- Maintain regular contact with Senior Engineers, Engineers, secretaries, and document control personnel to obtain documents, specifications, and international standards, ensuring that they are the latest and revised.
- Frequent communication with RMS Project of the Administration Directorate for archiving inactive documents, and the retrieval and disposal of documents.
External Communications & Working Relationships
- Coordinate with Consultants and contractors to submit and obtain documents as needed.
Minimum Qualification
- Secondary School Certificate.
Minimum Experience, Knowledge & Skills
- 4 years of experience in administrative roles, including 2 years in a project environment within a large organization.
- Good communication skills.
- Knowledge of computer operations.
- Proficient in 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.
