Assistant, Technical

ADNOC (Abu Dhabi National Oil Company); Abu Dhabi; On-site; AED 70,000 - 110,000; Full time

Job summary

ADNOC in Abu Dhabi is seeking a Document Control/Administration specialist to maintain filing and document management through an integrated electronic document management system (EDMS). The role ensures efficient retrieval and retention schedules, supporting site document control staff and project teams.

You will visit project sites, coordinate disposal of obsolete documents, and assist in implementing computerized records management.

Qualifications

• Secondary School Certificate is required.
• 4 years? experience in administrative roles (including 2 years in a project environment) is preferred.
• Strong English and good communication and computer operating knowledge.

Responsibilities

• File, maintain and retrieve documents using EDMS and computerized filling and retrieval systems.
• Visit project sites to support Document Control staff and ensure adherence to standards.
• Dispose of documents per approved procedures and coordinate with RMS.
• Maintain inactive/closed documents inventory and archiving; retrieve as needed.
• Develop and maintain procedures for computerized records management systems and timely retrieval.
• Prepare section progress reports for management.
• Coordinate with internal and external stakeholders to obtain and submit documents.

Skills

Communication skills

Computer literacy

English proficiency

Education

Secondary School Certificate

Job description

Job description

Job Purpose

Maintain efficient methods of filing and document management systems by computerized inventory and retrieval systems. Analyse structures and contents of documents and develop records classification and retention schedules to facilitate filing and retrieval operation, provide necessary technical support to site document control staff to implement efficient document control and records management systems and procedures.

Job Specific Accountabilities (Part 1)

Coordination and Support

• File, maintain and retrieve documents implementing integrated electronic database management workflow system (EDMS) and computerized filling and retrieval system for safe record keeping and availability.
• Visit various project sites to provide necessary support to Document Control staff to ensure all document control functions are well acquainted with our systems, standards and procedures.
• Arrange for disposal of documents, which are declared to be no longer operationally required by the Company in line with approved procedures and in coordination with RMS.
• Maintain inventory of inactive / closed-out documents, encode and dispatch for archiving and retrieve as and when needed for efficient document keeping.
• Participate in the development and maintain procedures for computerized records management systems for timely and easy retrieval of required documents.

Generic Accountabilities

Policies, Systems, Processes & Procedures

• Implement and comply with all relevant functional policies, processes, systems, standards, procedures, to accomplish operational objectives.

Innovation and Continuous Improvement

• Contribute to the identification of areas and opportunities for continuous improvement in the 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, best practices and ADNOC Code of Practices.

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, international standards and make sure the standards are latest and revised.
• Has frequent contacts with RMS Project of Administration Directorate for archiving inactive documents, retrieval and disposal of documents, etc.

External Communications & Working Relationships

• Contacts with Consultants and contractors personnel to coordinate submission, obtain documents etc.

Minimum Qualification

• Secondary School Certificate.

Minimum Experience, Knowledge & Skills

• 4 years' experience in administrative roles including 2 years in a project environment in a large organization.
• Good communication skills.
• Knowledge of computer operations.
• Good knowledge of English.

Professional Certifications

• As applicable

Work Condition, 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