Senior Administration Officer / Document Controller

Job Description

Remarkable people, trusted by clients to design and advance the world.

The Role

This is an exciting opportunity for an experienced PMC Senior Administration Officer / Document Controller to perform a variety of administrative/ clerical activities of the business unit, including collecting, checking and inputting data, data entry, producing reports concerning the validity of data, verifies and maintains the relative documents.

Our Clients and Projects

Designing the future. Transforming the world.

Wood's Oil, Gas & New Energies business is built on a strong legacy of delivering large and complex projects for national and international energy companies across the globe. We have experienced teams, a proven delivery model and a strong reputation.

We are the market-leading provider of integrated and innovative solutions that challenge the status-quo in the oil and gas upstream and midstream, onshore and offshore, gas to liquids and decarbonization and electrification markets. We pride ourselves in steady and predictable delivery, setting our sights on an exciting growth trajectory.

Energy security, transition and supply have never been more important. You, our enabling teams, are at the very forefront of transformative projects that are providing sustainable power to generations to come. We are the ones to bring low-carbon concepts to reality.

What We Can Offer

• Meaningful and interesting projects delivered to high profile clients across the Energy Sector
• Commitment to Diversity and Inclusion: We are an organization actively committed to diversity and inclusion across our business
• Competitive renumeration package with regular reviews to ensure we are rewarding at the right level in line with the market
• Medical Insurance: Ensures inpatient, and outpatient medical care is available should you require treatment
• Group Life and Personal Accident Insurance: The company provides Life Assurance cover
• End of Service Gratuity: In line with UAE Labor Law, all employees are eligible for an End of Service benefit
• The Employee Share Plan: Gives you the opportunity to purchase Wood shares and receive a match from the company
• Long Service Award: Wood values the commitment and loyalty of our people. Celebrating Long Service provides an opportunity for the business to demonstrate their appreciation of the hard work, dedication and many years services of our employees at 5 - year service milestones
• Commitment to continued professional development: Development plans that are tailored to your individual needs and interests
• Global connections: Join experts around the world who are at the leading edge of our industry, shaping the standards of our profession
• Energy Transition Academy: Join a community of experts sharing your knowledge and gaining more exposure to a variety of existing and emerging energy systems delivered by experts in their field

Responsibilities

Key Accountabilities and Responsibilities:

Administration

• Receives application forms, ensures proper completion of such forms, and verifies data /required documents are available and authorized. Inputs the information into the system and issues Cards.
• Produces computerized reports to follow up the due dates/renewal of documents and advises Job Officers/Contractors to provide fresh or renew expired documents in advance.
• Follows up cases covered by dispensation with regards to age limit and ensures that all issues are in line with Management and authority directives.
• Carries out secretarial and filing activities such as maintaining records, updating and fulfilling the requirements of users within ADNOC and Contractors.
• Establishes and operates an efficient office tasks by providing secretarial and administrative support to the Business Unit, and in particular to SPM, VP, PM.
• Manages the day-to-day operational and administrative activities of the VP by setting and monitoring his or her schedule, organizing the incoming flow of work, prioritizing requests, maintaining a monitoring system, and following-up to ensure timely responses.
• Preparing and Organizing meetings including but not limited to, contacting participants, preparing documentation for distribution, and coordinating administrative and logistical arrangements. Following the meetings, drafts minutes and circulates to participants.
• Handles confidential and sensitive material related to staffing such as documents related to staffing controls and hiring on behalf of the Vice-President. Also, assists in the orientation and departure process of employees working in the Office of the VP, and of employees reporting to the VP.
• Brings to the attention of the Vice-President documents that require his or her approval or the Senior Vice President's approval and making sure emails and phone requests are followed up.
• Prepare business correspondence often using word processing, spreadsheet, and presentation computer software.
• Receive, process and sort all incoming and outgoing mail, maintaining files, follow up and reports on these activities for proper tracking.
• Establishes and operates an efficient office by providing secretarial and administrative support to the Business Unit, and in particular to the VP, SPM, PM.

Document Control

• Oversee and control the Data Management process, starting from receive, sort and register all incoming and outgoing documents (soft copies/ hard copies) to facilitate efficient document tracking.
• Oversee the process of retrieving data required by management and advice the line manager/ concerned end user on any missing documentation.
• Present monthly status of controlled documents and management reporting; identify documentation issues if any and recommend suitable solutions to be implemented.
• Manage and maintain the flow of controlled documents while logging, tracking and maintaining all documentation. Scan, organize, reference and maintain documents, adhering to the division document lifecycle procedures.
• Communicate with Project Manager, Contractor and Third Parties to agree standards, systems, handover and close - out of project activity to meet project requirements.
• Liaise and share with Engineering to ensure the Document Distribution Matrix (DDM)/RACI matrix is set up to meet project needs.
• Prepare and execute the compilation of final project dossiers, as-built portfolios and archiving.
• Ensuring the Project team is fully trained in all systems and that they work in accordance with the procedures / work instructions and to the project distribution matrices.
• Produce exception reports on late documentation with consistent, concise and accurate information to Project Management review.
• Archiving contract/project documents, maintain Archive section up to date.
• Successful closeout and handover of documentation as required by line manager.
• Regular periodic backup (electronic copy) of project documents.

Qualifications

Skills And Qualifications

What makes you remarkable

At Wood, we are committed to equal opportunities and welcome all talented individuals to consider joining our team. So even if you don't match every statement below but feel you have some of the experience, knowledge or skills needed for this role, we encourage you to apply. It will take all of us working together to deliver solutions to the world's most critical challenges.

Expected

• Degree qualified: Bachelor Degree or equivalent in a related field.
• Minimum of 15 years Document Control/administration Management experience in oil and gas office/fields.
• Exceptional level of computer literacy in Windows Word, Outlook, Excel
• Effective in building good working relationships within the project team, and with project stakeholders.
• Proficient: MS Office
• Strong Experience of using ACONEX or similar Electronic Document Management Systems, SAP software and related applications.

About Us

Wood is a global leader in consulting and engineering, helping to unlock solutions to critical challenges in energy and materials markets. We provide consulting, projects and operations solutions in 60 countries, employing around 35,000 people. www.woodplc.com

Diversity Statement

We are an equal opportunity employer that recognises the value of a diverse workforce. All suitably qualified applicants will receive consideration for employment on the basis of objective criteria and without regard to the following (which is a non-exhaustive list): race, colour, age, religion, gender, national origin, disability, sexual orientation, gender identity, protected veteran status, or other characteristics in accordance with the relevant governing laws.