Shipping Tech Admin & Document Control Officer

Abu Dhabi National Oil Company; Abu Dhabi; On-site; AED 89,000 - 179,000; Full time

Job summary

Abu Dhabi National Oil Company is seeking a detail-oriented Documentation/Administrative Support professional to render technical administrative support to the assigned department. You will handle documentation, contracts administration, data gathering, periodic reporting, and coordination with internal and external parties.

In this role you will maintain electronic document management, support MDRS and tender processes, manage vessel-related communications, process invoices through ERP, and

Qualifications

• Completion of Secondary education followed by two year’s formal training in engineering or technical discipline or Technical Diploma.
• Around 3 years total work experience on board ships as engineer or on similar shore discipline.
• Understanding of aspects of the maintenance and repair of Shipping.
• MS Office computer programs and ERP.
• Presentation and reporting skills added value.

Responsibilities

• Creates, updates and maintains an electronic Document Management Structure in a systematic manner for Test Results, Studies, Reports, Logs, maintenance records. Co-ordinate with 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 regular basis for further dispatch to vessel in timely manner for delivery at next convenient port, and receives ships documents for distribution in addressed manner.
• Provides a central point of collecting routine contracts invoices and initiating data entry within 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 maintain the up to date records.
• Compiles & edits Departments periodical management reports, which includes Departmental Objectives, Business Plan, Quality Progress, and Integrity Assessment Reports.
• Archives project, inspection records in accordance with Document Retention Procedures.

Skills

MS Office

Education

Secondary education with two years training in engineering or technical discipline or Technical Diploma

Tools

ERP

Job description

Abu Dhabi National Oil Company is seeking a detail-oriented Documentation/Administrative Support professional to render technical administrative support to the assigned department. You will handle documentation, contracts administration, data gathering, periodic reporting, and coordination with internal and external parties.

In this role you will maintain electronic document management, support MDRS and tender processes, manage vessel-related communications, process invoices through ERP, and