SECRETARY / ADMINISTRATOR
Jacob Zate
Total years of experience :26 years, 5 Months
Project: Ma’aden Umm Wu’al Phosphate Project, Turaif
Duties and Responsibilities:
Secretary/Administrator for Contracts Dept.
• Administer and reviewed contracts and amendments of accommodation contracts awarded to Red Sea.
• Ensure that executed contract agreements are entered and maintained in the Prolog for proper invoice payment and accounting purposes.
• Ensure that contractors are in compliance with legal requirements, owner specifications and government regulations.
• Produce reports on accommodation and progress as requested, including Contractors accommodation forecast.
• Analyze and identify accommodation charges to be deducted to Contractor’s monthly invoice.
• Coordinates, resolve issues and control of Contractors & Vendors accommodation, ensuring proper planning and monitoring.
• Prepare Contract department employee vacation plan and generate vacation schedule forecast.
• Receive, check, accurately enter record into Prolog Converge and distribute correspondence, meeting minutes and documentation in timely and efficient manner.
• Read and analyze incoming memos, submissions and reports to determine their significance and plan their distribution.
• Constantly reviewed active files and followed up with concerned contractors to ensure compliance with set timelines.
Material/Procurement Department Support
• Support Procurement team in preparing and implementing Site Service Agreement for Vendor Representatives.
• Review Vendor Pre-qualification document completeness prior to submission for client approval.
• Check and verify Vendor Invoice.
• Assist vendor accommodation requirements.
Pre Commissioning and Commissioning Group Support
• Assist Engineers in the review/approval process of Construction Completion Certificate & Mechanical Completion Certificate to speed-up review process of CC & MC.
• Communicate and resolve problems of non-accepted and missing documents
• Monitor and update Construction and Mechanical Completion Status Log.
• Pre Commissioning Subsystem Definition Marked-up Documents update.
• Prepare and consolidate Commissioning Daily Report and distribute.
• Establish and maintain filing systems.
Duties and Responsibilities:
• Receive, check, accurately record incoming Vendor Print (VP) and IK Transmittal from contractor.
• Distribute VP and Transmittal for Saudi Aramco Engineer’s review/comment and monitor progress.
• Received all non-technical and non-administrative documentation for the section concerned ensures requirements are effected and the documents are stored properly.
• Where required, input progress information (received from discipline engineers) at regular intervals as specified by the project.
• Produce reports on documentation and progress as requested.
• Ensure that hard copy and electronic record files as required are maintained in good order to comply with QA requirements.
• Manage the filing, tracking, logging and retrieval of all documents.
• Undertake other tasks as requested by the Document Control Supervisor.
Project: Singapore Parallel Train (Integrated Petrochemical Project)
Duties and Responsibilities:
• Manage Singapore Ministry of Manpower (MOM) application and issuance of S-Pass, Employment Pass and Dependent Pass for project personnel.
• Handle project mobilization process and manage the flow of communication between new/potential recruits and the relevant contacts within the organization.
• Conduct new employee office orientation (e.g. checklist) and set-up and departing employee exit administration for company issued processes and tools.
• Coordinate safety training for new hire employee, subcontractors and vendors prior to any site works.
• Provide validation and processing of Jurong Island Biometric Access Control System (BACS) passes using Online Pass System.
• Manage, issue and control of all project SKEPS Smartkeys badge tracking system for the SPT project site personnel. Extract and prepare daily, weekly and monthly man-hour reports from SKEPS system for 8500+ site personnel.
• Ensure personnel passes to site are done prior to expiration and employees have their relevant trainings completed.
• Provide assistance to employee inquiries in administration relating to the day-to-day operation.
• Compile and maintain office and employee records per records management retention and information security policy.
• Ad-hoc duties as required to assist the project team and as directed by F&A Manager.
Project: YANSAB HDPE/BBTX, Yanbu
Duties and Responsibilities:
•Handling information requests and planning of work and special tasks.
•Manage the local facilities both office and residential, including registering of maintenance requirements, liaising with other relevant parties.
•Assist in coordinating and planning the execution of executive visits, conference and special events related to housing, transportation, security, permits and passes.
•Administrative responsibilities include, supervising of project support personnel, orientation of new comers, providing high level administrative support by preparing statistical reports.
•Manage staff housing, vehicle assignment/forecast, site office set-up.
•Attend to routine queries from the project personnel and subcontractors with regards to documentation and issues which are related to the project.
•Supports the rest of the team and proposes alternative courses of action, wherever possible, to facilitate efficient project progress. Discusses and reviews opportunities for the optimization of assigned work programs.
•Co-ordinate the local and international outgoing/incoming travel requirements including assisting project vendor travelers
•Generates vacation statistic and schedules for project personnel.
•Set-up company trainings and events.
Project: Expansion of Khafji Crude Onshore Production Facilities; Primary Health Care Center;
Helipad Project
Duties and Responsibilities:
•Responsibilities include organizing office activities, create and maintain project documents for three (3) projects to strict quality standards and KJO requirements.
•Providing document management, administrative and engineering assistance to all Project Personnel. Efforts involve development and maintenance of a document generation and retention system, generation of various technical documents including design drawings and construction manuals.
•Assists all Project Engineers in all their queries and provides all necessary documents related to their assigned tasks.
•Filing documents and registering in the system, ensuring correctness and up-to-date at all times, allowing rapid and efficient retrieval of documentation.
•Preparation and issuance of various types of documentation required by the project and non-project; involving information retrieval from current and archived projects.
•Duties include communicating with other concern KJO Departments and Contractors regarding project matters.
Saudi Aramco Facilities Planning Dept.
Duties and Responsibilities:
•Responsibilities include, managing all administrative and technical documentation of the department from a safely and confidentiality point of view.
•Resolves, in cooperation with the Business Manager any problems connected with the security/confidentiality of the business documentation.
•Compose simple routine letters and type all types of correspondence and Aramco forms using PC and typewriter.
•Prepares order of office supplies, coffee supplies and toners thru SAP B2B and coordinate with the buyer and supplier regarding the status of delivery.
•Maintain up to date inventory of all computers, printers and laptops in the department using Perigrine System.
•Files electronic versions of all documents registering the document in the Livelink and maintaining equivalent hardcopy filing where identified as necessary.
•Ensuring document registration, distribution and filling is maintained up to date.
•Member FPD E-Library Team, structuring FPD E-Library. Identifying and inputting of documents in the Data Input Sheet. QA/QC of Team's completed DIS and documents for scanning and uploading in the system.
Project: Ghazlan II Power Plant Project
Duties and Responsibilities:
•Responsible for preparing the monthly Earned Value Statement (EVS) and Progress Invoice based on the monthly construction progress.
•Provide Management the monthly status report of approved Earned Value Statement and the collected/distributed invoices.
•Interface primarily within Saudi Electricity Company (SEC) coordinating with personnel in the Generation Development Department (GDD) on various project issues.
•Expedite material procured from Out-of-Kingdom sources, i.e. Europe, Japan and U.S.A.
•Coordinate the identification and return of defective materials ensuring that replacement items or proper credit is received.
•Tracks, coordinates and reports shipping status for critical materials and notifies the appropriate office when documents are delinquent (overdue processing), have been hold or rejected for clearance in the ports (sea or air).
•Generate reports and correspondences addressed to SEC, SABCO, MHI and Mitsubishi Corporation H.Q. in Japan regarding project updates and issues.
Duties and Responsibilities:
• Responsible for conforming to Saudi Aramco Standard in the application and implementation of document control procedures in the different ARAMCO Projects.
• Serves as the interface between the company and Saudi Aramco Drawing Control Unit on any aspect that has something to do with engineering drawings.
• Controls all documents for ARAMCO and Non-ARAMCO projects.
• Receives all non-administrative documentation for the section concerned ensures requirements are effected and the documents are stored properly.
• Handling all documents control processes, requesting of engineering drawing numbers, existing drawings, new revisions, instruments tag numbers, cable and conduit numbers, and submittal of final drawings.
• Allocates number and arranges distribution of documents originated within section concerned.
• Set-up the Document Control per client’s standard and procedure.
• Manage the filing, tracking, logging and retrieval of all contract drawings and document.
Project: Riyadh Refinery Upgrade, Riyadh
Duties and Responsibilities:
• Receives, identifies and distributes documents as per matrix of all hard copies of drawings, specifications, vendor data and other documents needed for the project. Retrieves, explores and updates assembled data/information on the system.
• Assists and provides administrative and engineering assistance to all plant personnel.
• Involved in the development and maintenance of document and retention system of various technical documents including design drawings and construction manuals.
• Assists Project Engineers in all their queries and provides necessary documents related to their assigned tasks.
• Manage and preserve documents/drawings and all correspondence related to the project. Creates and maintains the project construction, filing system for three contracts.
• Prepares the Weekly Project Report based on the activities accomplished within the week.
• Assists Project Material Group inputs data for Purchase Orders and ETAs of material on order and incorporating them in the report.
• Access Material System Control (MSC) system to find suitable substitute on critical construction materials required.
• Updates weekly outstanding material hit lists for Take Off 100/200 and 300.
• Involve in the development and maintenance of document and retention system of various technical documents including design drawings and construction manuals.
• Maintains the filing system for incoming and outgoing using uniform division index.
• Handle flight and hotel reservation for the division IK and OOK travel.
• Attends to all incoming correspondences and distributes the same accordingly.
Project: Gas Oil Separation Plant (GOSP) 2, 3 & 4, Udhailiyah
Duties and Responsibilities:
•Maintain and implements systematic filing of office records, proper controlling, distribution of all engineering documents.
•Receives, identifies and distributes documents as per matrix of all hard copies of drawings, specifications, vendor data book and other documents needed to the project.
•Keeps and tracks all documents/drawings and other data related to the project.
•Retrieves, explores and updates assembled data/information on the system.
Maintenance services and consumable of Ricoh Photocopier (liquid and dry type) machine
•Prepares and re-checks the condition of the machine prior to releasing from the workshop;
•Conducts training to all newly-hired technicians including operators.
•Ensure proper audit of machines, parts and machine consumables.
courses: Trainings and Career Development