Technical Clerk
Abu Dhabi Oil Co., Ltd. (Japan)
Total des années d'expérience :18 years, 8 Mois
- Ensure accuracy of materials data entry using company database program (Filemaker Pro) and prepare reference list and dispatch extra copies or original photocopies to offshore locations. Receive material requisitions approved by Manager through Oracle database material procurement and verify the budget account details before issuing to Purchasing Department.
- Ensure and update the manpower details in the organization chart employee list periodically or and when required on receipt of the information from the concerned as mentioned in the “Management Procedure of Organization Chart and Employee Record”
- Assist in preparing and checking calculations relevant to monthly materials reports showing item issued to the Department. Follow up with concerned Department for the timely delivery of the materials. Prepare list of delayed materials and reports to superiors for forwarding to concern Department for their necessary actions.
- Prepare fax enquiry and vendor decisions approved by Superiors to issue “Work Orders” from selected Contractor.
- Prepare different correspondences like Inter Office Correspondence, Faxes to Contractors and Suppliers etc., as per the instructions of Superiors or as and when required. Prepare various Charts, Graphs, Images, and Presentations etc., as and when required.
- Organize the records and drawings, updates the file lists, drawing lists, forwards the records to the warehouse/archive store for keeping them for the assigned custody period, and destroys the expired documents.
- Support to verify monthly call-on manpower invoices. Calculate as per budget, category and section wise. Enter the data in Computer for project summary and completion reports.
- Support for all other invoices for checking and submitting to FA Department with necessary supporting documents
- Support the budgets preparation work for up-coming years.
- Enter the data in Computer as and when required. Support the scheduled maintenance of database. Maintain document filing. Note contents and record in document register the nature of each and dates opened and closed.
- Assist in preparing of completion reports. Support to gather data for the preparation of completion reports, final statement and other reports. Provide necessary support for preparation of various power point presentations.
- Assist in maintaining and updating copies of all manufacturers’ instruction and data manuals of newly purchased materials, Department’s circular files in accordance with established classification and reference system and files for technical information and drawings as appropriate.
- Arrange with workshops and/or fabricators for repair/fabrication works of necessary accessories for Vehicles, Equipment etc. as per the instructions of the Superiors. Support the equipment hiring from contractors and follow up the mobilization of the same with PT Department.
- Arrange issue of Mobile Phones to new Staff and support the arrangement of desk top Computers to new Staffs in coordinating with IT section of AD Department.
- Install and upgrade Computer software where intervention of IT section of AD Department is not necessary.
- Provides desktop user support and trouble shoot problems of Computers, Printers and Faxes those can be managed without IT support.
- Support office re-arrangement work whenever necessary.
- Perform other similar or related tasks and duties as required and instructed by the MI Manager and other Superiors/Supervisors, including preparation correspondences, contacting with Contractors, attending meetings etc., as and when required.
- Prepare necessary correspondence related to contracts; follow up project progress; ensure submission of necessary drawings, documents and material approvals related to project; coordinate with all project staff at offshore/site; manage documentation and related drawings; prepare final Tender Documents and prepare Contract Documents.
- Attend site visits with contractors; organize/coordinate site visits of bidders; attend project meetings with contractors; attend site inspections during material delivery & handover and prepare reports; coordinate with concerned Department during Marine Transportation related to projects and prepare MOMs for all the meetings attended.
- Prepare “Inter Office Correspondences (IOC)” for project matters; prepare “Letter of Assistance” for Oilfield passes for Contractor manpower and vehicles; coordinate with PT to obtain necessary approvals for Contractors & Marine Vessels (PPA, Oilfield Security passes, Vetting Inspections).
- Verify project progress with approved weight factor for invoicing purpose; prepare project reports (bi-monthly, tender schedules, etc.); prepare project documents for Technical Committee Meetings; verify all as built documents for the completed projects and distribute to concerned departments; control of all project drawings and documents, maintain project document matrix.
- Maintain Project HSE related documents and assist Leader - Project (AUH) during HSE audits.
- Prepare sketches and mark changes in drawings (in AutoCAD); prepare project organization chart and emergency flow charts; prepare monthly manpower/equipment list.
- Arrange necessary supports to project staffs in arranging new PCs, Telephones etc.
- Prepare periodical reports to keep management informed and to facilitate decision making.
- In-charge of maintaining a systematic and complete set of job related documents (Specifications, Drawings, Design Calculation, Materials Submittals, Method of statement, etc.)
- Assist in preparing job related document submittals (Drawing, Materials, Method of statements, etc.)
- In-charge of maintaining all in coming and out going letters.
- In-charge of safe keeping of AFC (Approved for Construction) drawings.
- Assist the control section in implementing an organized flow of communication to all engineers, Client and Subcontractor.
- In-charge of issuing and making sure that the latest revision of drawings are issued to Site Engineers and Subcontractors.
- Designing new templates for presentation.
- Making PowerPoint presentation (graphs, charts, tables, etc) for the project presentation of marketing research.
- Making formulated worksheets using excel.
- Do other task as maybe assigned by the manager.
- Input data’s to excel and prepare charts, bar graphs, line graphs, etc. and transfer to PowerPoint presentation as instructed by the Executive Researcher.
- Do other task as assigned by the superior (typed memos, fax’s, confidential report and other important documents).
- Manage the files (updating/filing/encoding) of the office.
- Finished projects on time.
- Proof read the finished project.