Render technical administrative support to the assigned department in various matters related to documentation, contracts administration, data gathering, periodic reporting, and internal & external coordination with concerned parties.
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Job Specific Accountabilities
- Creates, updates, and maintains an electronic Document Management Structure in a systematic manner for Test Results, Studies, Reports, Logs, maintenance records. Co-ordinates with the Information Technology Department for further enhancement, with emphasis on monthly routine ships data records and department planners update.
- Assists superintendents Team in the compiling/preparation of MDRS’s, vessel Drydocking/repairs preparation, and tender documents for various call-out basis and permanent contracts, also follows up with the respective inter-division Officers to ensure the timely issue of Contract Requisition/Service Orders and Purchase Requests, invoices, and other services.
- Compiles all ships mail on a regular basis for further dispatch to vessels in a timely manner for delivery at the next convenient port, and receives ships documents for distribution in an addressed manner.
- Provides a central point of collecting routine contracts invoices and initiating data entry within the ERP system for further payment/settlement processing and common PR creation as required. Relevant Electronic Data replication consistency required for Condition Maintenance.
- Carries out the collection, archiving, and typing of all reports and correspondence of the Department and ensures their accuracy and comparison completed in shared folders.
- Controls the Department’s central filing system which includes KPI records update and technical analysis. Maintains the common network drive updated with all relevant files and folders from the vessels.
- Coordinates with Human Resources/Training Coordinator on all issues related to the department employees' leave duty/resumption, attendance/rest, and training program and maintains the up-to-date records.
- Compiles & edits Departments periodical management reports, which include Departmental Objectives, Business Plan, Quality Progress, and Integrity Assessment Reports.
- Archives project, inspection records in accordance with Document Retention Procedures.
Minimum Requirements
- Completion of Secondary education followed by two years' formal training in engineering or technical discipline or Technical Diploma.
- Around 3 years total work experience on board ships as engineer or in a similar shore discipline.
- Understanding of aspects of the maintenance and repair of Shipping.
- Proficiency in MS Office computer programs and ERP.
- Presentation and reporting skills will be an added value.
- Professional Certifications: BSC or HND Certificate.
Work Conditions
- Full-time position
- Commitment to safety standards
- Coordination with various departments and teams
Location:
Abu Dhabi, United Arab Emirates
