Job details

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Position
Project Admin & Document Controller
Vacancy ref
57602
Based in
Cairo
Business area
Surf and Conventional
Working hours
40 hours per week
Contract type
Contract
Closing date
18/01/2018
Mobilisation date
January 2018
Assignment approximate duration
24 months
Languages in which you may apply
English
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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