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Document Control, Planning & Reporting Coordinator

Job Title: Document Control, Planning & Reporting Coordinator
Contract Type: Permanent
Location: Erbil, Iraq
Industry:
REF: 1698
Contact Name: Susan Rafat
Job Published: 2 months ago

Job Description

MSELECT is looking to hire a Document Control, Planning & Reporting Coordinator for an international oil and gas company in Erbil. Candidate must have minimum 7 years’ relevant experience and fluency in English and Kurdish is a must.

Job Summary

Coordination of any all MNR MC Submissions documents flow, document revision control. Act as Focal point for internal and external approvals of these documents. Keeping approval registers current. Propose agenda for MNR MC meetings.

Coordinate all Filing & Archiving of soft and hardcopy SCM documents including but not limited to Contract Strategies, Tender Evaluation Plans, Recommendation to Award, pre-qualifications, Tenders, Bids, technical and commercial evaluations, contracts and all relevant approval documentation.

Focal Point for compilation of SCM Reporting & Planning documents and ensuring these are kept current and up to date, including but not limited to Procurement Plans, Tender and RFQ trackers and dashboards;

Act as focal point for Due Diligence and Compliance requirements and reporting.

Act as SCM focal point for audits; retrieve and collate and consolidate SCM documentation to support Audit requirements.

Key Responsibilities

  • The Document Controller / Planner is responsible for controlling the numbering, filing, sorting and retrieval of electronically stored or hard copy documentation produced by SCM team in a timely, accurate and efficient manner.

  • Key focus area of this role is the coordination of any all MNR Management Committee Submissions documents flow, revision control and approvals tracking. Act as Focal point for internal and external approvals of these documents. Keeping approval registers current. Propose agenda for MNR MC meetings.

Document Control - General duties

  • The Document Controller receives, catalogues and stores hard copies and electronic copies of all SCM documents including but not limited to Contract Strategies, Tender Evaluation Plans, Recommendation to Award, pre-qualifications, Tenders, Bids, technical, commercial and HSE evaluations, original contracts and all relevant approval documents, and supporting documents such as Scopes of Work, technical drawings, Bills of Quantities, copies of Insurance Certificates and/or Guarantees as per the Contract; progress reports and related information in an orderly manner, in line with policies and procedures.

  • Creates and manages document hierarchy and process systems and accurately updates information as required. Ensures proper organization and security of documents (paper and electronic)

  • Works with precision to ensure that all electronic and hard copy filing is accurate and is easily retrievable. Ensure revised documents are accessible

  • Responds in a timely manner to requests to retrieve information, information searches and general requests for support from SCM department personnel.

  • Frequently conduct document audits confirming they are current and accurately reflect recorded evidence

  • Updates SCM procedures documents and template forms as required.

  • Train employees in SCM controlled document processes to ensure correct handling of documents from the ground up

  • Make available, notify and distribute documents to relevant recipients

  • Confirm delivery of documents to proper personnel

Planning & Reporting – General Duties

Act as Focal Point for all SCM Planning & Reporting documentation, ensuring these are kept current and up to date, including but not limited to Procurement Plans, Tender and RFQ trackers, Risk Register and SCM dashboards

  • Ability to oversee SCM processes and translate into Process Flow charts.

  • Responsible for development and compilation of tailored reports as required in Excel, PowerPoint.

  • Ability to pull data from Epicor (Company ERP application) into tailored reports.

  • Provides regular management reports and updates on activities

Compliance and Due Diligence – General Duties

Act as focal point for Due Diligence and Compliance requirements and reporting.

  • Ensure compliance with company, JV and PSC requirements along with governance and compliance obligations and ensure an audit trail to secure cost recoverability.

  • Oversee company Compliance framework and ensure Due Diligence is performed on new vendors and contractor base in order of priority and risk.

  • Monitoring of compliance; Report any non-compliances.

  • Act as SCM focal point for audits; retrieve and collate and consolidate SCM documentation to support Audit requirements.

  • Build strong relations with internal and external stakeholders

Required Qualifications & Experience

  • Minimum 7+ years relevant document control, planning and reporting, preferably with IOC, mining or utilities company.

  • Bachelor’s Degree in Business Management, Administration or related field

  • Demonstrable skills & experience in document control

  • High proficiency in SharePoint, ProArc and/or other document management software;

  • High level of competency with Microsoft suite, especially Excel and Adobe;

  • Good working knowledge of ERP systems (SAP, JDE, Maximo or Epicor or equivalent) and with in-house training able to draw data into tailored reports.

  • Working knowledge of Primavera is a deemed plus.

  • Awareness of Best Practices in corporate and project supply chain procedures;

  • Preference for DCC certification (or equivalent).

Key Attributes

  • Extremely organized and efficient, detail oriented and meticulous work ethic

  • Proven skill for creating and implementing controlled document processes, archiving & filing

  • Developed analytical ability

  • Proclivity for catching error and enacting appropriate changes

  • Strong oral and written communication skills

  • English language and numeracy skills

  • Collaborative with good communication and interpersonal skills;

  • Outstanding time-management

  • Ability to solve problems and deal with diverse business drivers and variables.

  • Works independently with minimal level of supervision;

  • Ability to respond to a changing business environment and culturally diverse environment

  • Flexible and solution oriented with high personal integrity.

  • Demonstrates a personal commitment to Health, Safety and the Environment

*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process