Your future role & Primary Accountabilities

Job Purpose:

• We are looking to hire Admin Assistant who will be responsible for managing keys for process shops, and operational facilities and that includes (numbering, filing, sorting, distribution, and retrieval), also responsible to archive documentation produced by IMI Departments according to the IMI Document Control Policy and Procedure.

Key Accountabilities & Working Relationships

Key Accountabilities:

• Management of access keys for all shipyard workshop and other ancillaries
• Copying, scanning, and storing of documents.
• Responsible for training, planning, and assigning daily work, addressing performance.
• Deals with issues and problem solving.
• Develop and maintain departmental work instructions for all tasks.
• Review documents for accuracy and edit.
• Filing of documents in digital and physical records with quick access for retrieval.
• Assist in the preparation of reports and presentations.
• Create templates as required.
• Create tracking registers and maintain as required.
• Distribute documents for review and manage responses process.
• Maintain the office environment in a professional and acceptable manner.
• Assist with department audits as part of ISO Compliance.
• Coordinate distribution of reports, budgets and performance statics as directed.
• Innovation in the process to conserve paper and reduce waste.
• Identification numbering of documentation and correspondence for tracking purposes.

Working Relationships:

Internal Interactions: 

•  GM Asset Management & Marine Operations
•  Capital Projects Manager
• GM Capital Projects
• Project Engineers
• QHSE Department
• Inspection and Coordination Manager
• VP- AMMO
• VP-YD & TS

External Interactions:

• Client / Shipyard
• Vendors
• Aramco PMT/NBD
• Sepco
• Service Provider

Who we are looking for

Education:

• Diploma Graduate in relevant field.

Experience:

• Min 2 years’ experience as a Document Controller or equivalent.

Competencies

• Accountability and initiative taken for managing, maintaining, and
• improving the JV Co.’s health, safety, and environmental performance.
• Ensure continual process improvement alongside an ethos that is
• committed to ensuring that performance expectations of all assets are
• continually met.
• Ability to develop long and short-term plans.
• clear and decisive
• Dynamic decision making where required.
• Ability to effectively communicate with all functional areas in the
• organization. Promote a “can-do” team spirit where staff are proud of the
• achievements they make.
• Resilient under stress and capable of managing competing priorities
• The ability to communicate with multi-disciplinary teams.
• Have a working knowledge of Document Control Procedures and ISO
• Standards. Computer proficient in Word, Excel, Power Point.
• Well-developed presentation skills and excellent interpersonal skills
• Be Physically fit, and able to complete a full medical assessment.
• Demonstrates ability to listen to the views of others and respond in a
• logical, well thought out manner.

Languages:

• English. (Mandatory) - Verbal and written fluent in English.
• Arabic / Others (desirable)