Lead Document Administrator

Posted 7 months ago by MSELECT
Location Basra, Iraq Job Type
Salary Sector Oil & Gas

MSELECT is looking to hire a Lead Document Administrator for an international oil and gas operator in Basra. Candidates must have a minimum of 8-10 years of experience in Oil Industry Business Administration/ Planning/ E&P Technical Management and be fluent in English.

Reports to:

President Office Manager


Administrating Document Control Section in President Office, ensure the daily letter processing system running efficiently & correctly, quality control the required documents, i.e., reports/ meeting minutes/ letters/ memos etc., following up the action’s implementation status and update the feedback to Executive Members in the timely manner, bridging Executives & Department Heads’ daily business communication, regularly update company’s policy & procedures.


Document Control:

  • Supervise daily business letter and official correspondence, ensure the letter has been distributed, recorded, and responded in the effectively & timely manner
  • Oversee document archive’s administration, ensure the office documents are properly & completely recorded
  • Supervise weekly letter report deliverable, ensure the all the letter correspondence status are reported correctly
  • Oversee company’s policy & procedure development process, ensure the documents are properly recorded

Follow Up Operation Actions:

  • Administrate weekly Action Register’s record, ensure the instructed actions are completely & arcuately recorded
  • Communicate with each department and understood the instructed action & business context clearly
  • Following up each department’s action status closely, ensure the information updated & reported in the efficient manner

Draft, Interpret & Review Office Document:

  • Precisely understood business context & requirement, capable to draft official letter by using professional English & Arabic language
  • Quality control on the outgoing letters/meeting minutes/notifications

Business Support:

  • Support Management Team to organize the meetings, taking the meeting notes and draft meeting 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
  • Assist management members’ routine business requirement



  • Asset management team
  • Department Head
  • Operation focal persons

  • MoO and BOC
  • Partners
  • Subcontractor


Document Administrator report to President Office Manager


Minimum Qualifications:

Bachelor’s Degree in Oil Engineering or Business Administration or Applied Accounting or any related discipline

Minimum Experience:

8-10 years of experience in Oil Industry Business Administration/ Planning/ E&P Technical Management; with at least 3 years of experience in a supervisory position

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 knowledge of business management
  • Good Interpersonal, verbal, and written communications skills
  • Good knowledge of Information Systems and computer proficiency
  • Strong negotiations, communication, and influencing skills
  • Good understanding of business support role to company executives
  • 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 at depth
  • Good skill of assistant to executives


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

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