Job Purpose:

The position holder is responsible for document management, document official transfer, administration support, key management, People and Culture hiring administration management, Risk management.

Key Accountabilities & Working Relationships:

• Oversee all administrative work within the function, ensuring compliance with organizational policies and Guidelines

• Lead internal and external audit processes, preparing necessary documentation and coordinating with auditors and update the reports.

• Focal person for Meetings with Senior Management, Communication Champion for SVP initiative, Participating in Organizational development activities as per VP & SVP Directions.

• Develop and implement manpower plans, ensuring optimal staffing levels.

• Maintain and control function documentation which includes procedures, guidelines, and manuals, ensuring accuracy, accessibility, and compliance with regulatory requirements.

• Implement Document Controller networking and activate through Assai system.

• Ensure the smooth functioning of the department's administration.

• Training of function employees for the ASSAI System.

• Ensuring Quality of the work.

• Preparing the documents for internal and external communication.

• Manpower planning for the function.

• Create detailed job descriptions for all positions to be aligned with HR & the budget, ensuring clarity of roles and responsibilities.

• Implement risk management reports on the system.

• Establish an effective plan for my team to ensure a successful development for their career.

• Manage all function correspondence, ensuring effective communication within and outside the organization.

• Coordinate with function team to prepare the JDs for all the required NRRs.

• Raising NRRs, budgeted or non-budgeted, Reporting Headcount and resource planning for function.

• Organizing function internal SharePoint and ensure all the folders updated related to function.

• General office support as needed/required.

• Develop and manage utilization of department registry to allow accurate and easy retrieval of information for the team, ability to locate information in a timely manner and accurately is a key function of the role.

• Arrange for office seating, IT requirements , office stationaries and relevant support for all personnel as and when required.

• Ensure compliance with all applicable information security policies and procedures.

• Ensure compliance to Health, Safety & Environmental (HSE) policies and procedures as applicable.

• Ensure easy retrieval of Documents and Drawings from one archive.

• Coordinating employee’s trainings and maintaining records such as training, attendance, & certifications received by employees.

Who we are looking for:

Bachelor’s degree in computer science or business administration or equivalent.

ISO 9001: Quality Management Systems. Maritime Engineering.

Demonstrates ability to listen to the views of others and respond in a logical, well thought out manner. Well-developed presentation skills and excellent interpersonal skills

The ability to communicate with multi-disciplinary teams.

Be Physically fit, and able to complete a full medical assessment.

Good habits.

Resilient under stress and capable of managing competing priorities Have a working knowledge of Document Control Procedures and ISO Standards. Computer proficient in Word, Excel, Power Point. Experience in working with diverse cultures

At least 3-9 years’ experience in relevant field.