Job Objective
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.
KEY RESPONSIBILITIES
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
- 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
- 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
- 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
- Assist Management members’ routine business requirement
COMMUNICATIONS & WORKING RELATIONSHIPS
Internal:
- Asset management team
- Department Head
- Operation focal persons
- MoO and BOC
- Partners
- Subcontractor
KEY QUALIFICATIONS
Minimum Qualifications:
- Bachelor’s Degree in Oil Engineering or Business Administration or Applied Accounting or any related discipline
- 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
- 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 organising and planning skills
- Analytical and problem-solving skills
- 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.