MSELECT is looking to hire a Document Controller for an international oil and gas operator in Basra. Candidates must have a minimum of 8 years of document control experience in the oil and gas industry and must be fluent in English.
JOB OBJECTIVE
Work in the Document Control section in President Office, support in the daily letter process, register and tracking, manage the required documents, i.e., reports/meeting minutes/letters/memos etc., following up the action’s implementation status and update the feedback to section head in a timely manner, support in updating company’s policy & procedures. Handle the archive of department Hard and electronic files copies.
KEY ACCOUNTABILITIES
Document Control:
- Support/work on daily business letters and official correspondence
- Ensure letters has been distributed, recorded, and responded in the effectively & timely manner
- Support/work on correspondence registers and action trackers
- Perform continuous quality control checks on department’s correspondence
- Support/work on weekly letters report deliverable
- Ensure all the letters / correspondence status are updated correctly
- Work on the document archive’s administration
- Ensure the office documents are properly & completely recorded
- Manage the department files’ storage areas (Hard & Soft)
- Support in updating company’s policy & procedure development
- Ensure the Policy and procedures are properly recorded and controlled
Follow Up Operation Actions:
- Support/ work on weekly Action Register’s record, that could include communication with departments and understanding of the instructed action & business context clearly
- Support/work on each department’s action status update
Draft, Interpret & Review Office Document
- Precisely understood business context & requirement
- Capable to draft official letters, e-mails and other type of correspondence, by using professional English & Arabic language
- Quality control on the outgoing letters/meeting minutes/notifications etc.
Business Support:
- Support in organizing meetings, taking notes and drafting minutes
- Capable to professionally interpret/translate Arabic to English and vice versa in Writing & Speaking
- Support President Office to draft memo, notification, letters, and policy & procedures
- Support President Office for external communication, i.e., government office, partners, and vendors etc.
- Capable of generating reports
COMMUNICATIONS & WORKING RELATIONSHIPS
Internal:
- Asset management team
- Department Head
- Operation focal persons
External:
- Ministries and Governmental sectors
- Partners
- Subcontractor
DECISION MAKING AUTHORITY
Document Controller report to Document Administrator lead
JOB DETAILS
- Job Grade: Officer/ Team Leader
- Reports to: Lead Document Administrator
- Department: President Office
- Section: Document Control
QUALIFICATIONS, EXPERIENCE & SKILLS
Minimum Qualifications:
Bachelor’s Degree in Oil Engineering or Business Administration or Applied Accounting or information management or any related discipline
Minimum Experience:
8-10 years of experience in Oil Industry Business Administration/ Planning/ Information management/ E&P Technical Management;
Job-Specific Skills:
- Knowledge and understanding of Oil & Gas industry
- Good knowledge of company governance
- Good knowledge document quality control
- Good knowledge archive management
- Good Interpersonal, verbal, and written communications skills
- Good knowledge of Information Systems and computer proficiency
- Strong knowledge in Microsoft office mainly Word, Excel, Power point and in SharePoint is a plus
- Strong negotiations, communication, and influencing skills
- Good communication and presentation skills
- Attention to details
- Ability to complete the task in the timely manner
- Relationship management
- Outstanding organizing and planning skills
- Analytical and problem-solving skills
- Needs to have all the qualities set below:
- Proficiency in English & Arabic
- Understanding of E&P business
- Skilled in Information management and classification
*Only applicants meeting the strict criteria outlined above will be contacted as part of the shortlisting process.
