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Project Admin & Document Controller
Vacancy ref
Based in
Business area
Surf and Conventional
Working hours
40 hours per week
Contract type
Closing date
Mobilisation date
January 2018
Assignment approximate duration
24 months
Languages in which you may apply
Vacancy information

Position Summary:

As document controller, s/he manages project technical documentation, is responsible for documents format check and ensures that the project documentation respect the project format.

S/he setup the document process within the project and ensures that the documentation flow is tracked and happens smoothly. He/she provides information to the project team regarding the documents status.

S/he  assembles the Final Documentation according the structure which is given to him. He/she is also responsible to archive the project technical documentation.

As Project Admin, s/he helps and supports the project team on their daily tasks and executes secretarial support work for the Project

All personnel are expected to contribute to creating a positive HSEQ culture within Subsea 7 and ensure familiarity with and adherence to local HSEQ codes and practices.

All personnel are also expected to contribute to creating a culture of ethics and integrity within Subsea 7 and ensure familiarity with and adherence to our Code of Conduct.

Responsibilities and Main Duties:

  1. Document control:
  • Format, compile, classify and archive Documents
  • Control and correct documents format
  • Check and update metadata in the Electronic Document Management System (EDMS)
  • Ensure that the EDMS is up to date, clean, and progress actualised.
  • Ensure that updated documents are available for project team
  • Respect process given in the Project Document Control Procedure
  • Dispatch documents for internal review or approval and follow-up internal flow
  • Issue officially documents to external stakeholders and track transmissions
  • Receive, track and dispatch official return comments
  • Issue reports designed by Project Document Controller and create and issue status reports to project team and to client
  • Compile Final Documentation according index established by project
  • Print Final Documentation
  • Archive project documentation (hard and electronic copies)
  • Cooperate with Engineering and Planning disciplines in order to fill document numbers and format information in the Master Document Register (MDR). Ensure that all documents are referenced
  • Cooperate with SCM in order to fill document numbers and format information in the Suppliers Document Registers (SDR). Ensure that all documents are referenced
  • Present the document process and format at supplier Kick-Off Meetings
  • Receipt, track and dispatch official return comments
  • Reforecast document issue dates in liaison with Engineering and Planning disciplines
  • At project end, produce and present to the Document Control department a Lessons Learnt
  • Issue a weekly report, with critical actions and priority documents to treat/close out

2. Project Admin:

  • Collect internal & external post, register documents in the CAIS7 (Correspondence And Action Tracking In Sharepoint), dispatch documents in accordance with the established distribution matrix and file as required.
  • Responsible to set up, and update internal databases as per Standard Filing Plan and defined Distribution Matrix.
  • Update registers as required and write and type correspondences, internal memos
  • Handle all meeting and events arrangements and necessary administration including taking Minutes of Meeting as required.
  • Handle travel arrangements for project team

Experience & Qualification:

  • University Graduate
  • Previous experience gained at an appropriate level in administartion and document control work
  • Fluent in English and Arabic both written and oral, French is a plus
  • Excellent working knowledge of MS office suite: Word, Powerpoint, Excel and Adobe Acrobat software skills
  • Good comprehension of documentation flow and process
  • Knowledge of documentation planning
  • Knowledge of one or several EDMS would be appreciated
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