Assistant Document Controller at Pivotage Consulting

Reports to: Document Control Supervisor

Job Requirements & Responsibilities
Must be capable of executing the following:

• Perform the numbering, filing, sorting and retrieval of hard copy documents.
• Perform file backup and ensure proper storage and archiving of electronic registers.
• Store company documentation in a safe and orderly manner, and in line with company policies and procedures.
• Provide  adequate  document control support to  projects
• Accurately update information as required, assist with file migrations and audits.
• Assist Document Control Supervisor to develop and maintain documents such as minutes of meetings, specifications, drawings, procedures, approvals and related items.
• Assist in preparing  weekly and monthly reports for the Document Control Center
• Monitor all Transmission of Transmitter Sheet Outgoing (TSO), Transmitter Sheet Incoming (TSI) between Client, Contractor and Sub-contractor (Vendors).
• Perform data entry of vendor/supplier drawing, engineering schedule items, engineering procedures and process specifications.
• Any other task assigned from time to time.
• Must be able to use Microsoft Excel, Word, Outlook and Information Management Systems. 
•  Assist Document Control Supervisor and advise Project Manager/Project Engineer on Document Control needs prior to commencement of any construction or installation activities.
• Be able to participate in meetings and Quality Action Teams (QAT) for the Document Controls Group and initiate improvements when necessary.

Qualifications

• Higher National Diploma/Bachelor’s Degree or its equivalent qualifications in Engineering, Sciences or Social Sciences will be acceptable.
• Basic knowledge of Oil field operations in both Onshore and Offshore locations 
• Good planning and organizational skills, willing to learn
• Strong technical background and skill for details
• Must have completed the mandatory National Youth Service Scheme. Good communication skills at all levels, computer literate. 
• People skills, demonstrate ability to work with diverse workforce effectively and coach and mentor.
• Ability to communicate effectively and clearly with field based personnel in fluent English.

Main Challenges:

• Ensure ethical behaviour at all times.
• Responsive to customer needs and help to develop and maintain good relationships.
• Good team player with open and direct communication.
• Must practice diversity at workplace.
• Diplomatic relationship at all times.

Special Competencies Required:

• Have flare for Document Control.
• Knowledge of oil field and gas plant equipment,  materials and practices
• Good numerical and analytical skills.
• Good computer skills.
• Self-motivated.
• Displays visible commitment to promoting an incident and injury-free (IIF) culture on the Project.