Material Expeditor / Vendor Document Expeditor (Supply Chain Management Team) – Wood PLC, Dubai, U.A
Wood Group
Total years of experience :15 years, 7 Months
Job Responsibilities
Responsible in vendor document expediting after PO placement up till materials delivery to site.
Coordinates with responsible Engineer to expedite the review and approval of the technical documents; externally coordinates with overseas Vendors/Local suppliers to expedite the submission of document requirement on time.
Responsible on checking systematically of all the document requirements has been approved and sent to the Supplier/Vendor.
Coordinates with end users as required on technical approvals of drawings and specifications, etc. related to PO and take necessary action to communicate with Vendors.
Arranging Kick of meeting between Suppliers and Engineering; participates in schedule meeting on day to day basis with Vendor personnel to discuss clarification, discrepancies, sort out the issues.
Monitoring Vendor manufacturing progress and make necessary follow-up to avoid delays on delivery date.
Coordinates with the freight forwarder on material readiness/collection, timely shipments of air freight/sea freight status delivery positions of materials and advises appropriate action.
Preparations of weekly expediting report which include PO progress, orders completions, post commitment inputs for late deliveries, reasons for delays and action taken to mitigate the matters.
Responsible on the submission of weekly reports to the Client and attends weekly meeting as required by the Project.
Project: Borouge 4 Project- pre-FEED
Provide admin support to the project team to study and tendering activities inclusive of 9 Licensor ITB Packages and techno-commercial evaluation activities.
Other Projects: Hail and Ghasha Sulphur Handling and Area 1 Development Haliba Phase 2 ASSESS and SELECT Stage Study
Assist the Discipline Engineers for Document formatting, preparing comment resolution sheet (CRS) etc.
Coordinate travel arrangements for the Project team.
Managing the daily schedules and meetings related to the project.
Controls incoming & outgoing documentation which includes verifying the completeness/accuracy of document information, numbering documents, coordinating reproduction, distributing and filing.
Scanning / storing all the Incoming and Outgoing Engineering documents in the LAN server.
Provide assistance to the Client when required and if needed.
Focal point for all necessary project requirements of the team.
Aug 2016 - Jan 2018 Shared Services (Sr. Project Admin / Proposal Administrator /Admin Assistant) - WorleyParsons, Dubai, U.A.E.
Senior Project Admin
Provide full support to the project team particularly to the Project Manager, Project Engineering Manager, Project Engineers.
Assist the Discipline Engineers for Document formatting, preparing comment resolution sheet (CRS) etc.
Assist the PM/PE for preparing the site visit plan by preparing the necessary documents, coordinating with the Client for the latest and necessary requirements for the site visit.
Coordinate travel arrangements for the Project team.
Managing the daily schedules and meetings related to the project.
Focal point for all necessary project requirements of the team.
Proposal Administrator
Update CRMT (Customer Relationship Management Tool) on a weekly basis or as required.
Coordination of New Project Setup to the Project Management and Project Control
Project and Proposal documentation compliance
Ensure EMS compliance has been adhered to (that includes templates for reports, documents, requisitions, document control transmittals, correspondence and deliverables management)
Assist Proposals coordinator with EOI, BnB, NPIS, Risk Forms, CSCL, preparation of Pre-Qualification requirements, proposals compilation and formatting with the support from the shared services team.
Provide general administration and logistic support to the Consulting team.
Performs all other administration/secretarial works indicated below.
Secretary to General Manager of Infrastructure / Admin Assistant
Provide full administrative support to that includes daily communications, internal/external meetings, screen incoming calls and messages, travels, Dubai operations support, travel, expense reports and calendar management.
Relieve cover in the absence of receptionist - Receive visitors to the company in a welcoming and efficient manner. Receive/route incoming telephone calls professionally and efficiently; Handles courier services to all staff; Calendar Management for driver and conference rooms.
Responsible for all corresponding incoming & outgoing faxes and mails.
Printing, binding, formatting reports according to company templates and standards.
Monitor staff leave (annual/business) and update records accordingly.
Assist and provide details for Genesys Teleconference calls for different countries.
Maintaining confidential records, correspondence, and Dubai office related material for ease of retrieval.
Liaise with Building Management for repairs, rentals, contract issues or changes.
Update the Organizational Chart of Infrastructure Team
Prepare and manage correspondences; collate monthly Infra location reports, presentations and other documents.
Maintain a register of resource workload and leave forecast from different disciplines.
Performs any additional business related functions as directed by the Line Manager.
Project: Basrah Gas Company (BGC)/SHELL - REHABILITATION OF IRAQ SOUTH GAS FACILITIES (Engineering and PMO) - from Aug 2013 to Apr 2016
Job Responsibilities
Provide full support to the project team particularly to the Project Director, Project Engineering Manager, Various Project Manager and Project Engineers.
Assist the Discipline Engineers for Document formatting, preparing comment resolution sheet (CRS) etc.
Prepared Project induction document by the supervision of the Line Manager.
Ensure that Personnel Assignment and Authorisation form (PAAF) Register for Engineering and PMO are up to date and precise. It also includes the preparation of PAAF for Client approval before the personnel can start on the project.
Provide support to the Project controller (i.e. Preparing/reviewing accuracy of overtime request for Client approval, scanning/reviewing the accuracy of manual time sheet for Client approval.
Responsible for maintaining the site visit requirements for Iraq project such as maintaining the validity of Iraq Visa, Medical Certificates, HEAT training etc.)
Assist the PM/PE for preparing the site visit plan by preparing the necessary documents, coordinating with the Client for the latest and necessary requirements for the site visit, obtaining approval from Client.
Coordinate travel arrangements for the Project team.
Managing the daily schedules and meetings related to the project.
Provide assistance to the Client when required and if needed.
Focal point for all necessary project requirements of the team.
PREVIOUS PROJECTS:
ADMA-OPCO - NASR FFD POWER Package (FEED) (Project Secretary, May 2013 to Aug 2013)
ADMA-OPCO - US Oil Network Expansion Project - FEED (Project Secretary, Dec. 2011 to May 2013)
Working in Core Projects (Project Secretary), May 2013 to Aug 2013
EMAL - OSS (Project Secretary (Part Time), Apr 2012 to Aug 2013)
ADMA-OPCO - FEED Services for Electrical Power Balance (Project Secretary, Oct 2011 to May 2013)
Tatweer Petroleum - Low Pressure Modifications & Debottlenecking Project (Project Secretary, Jan to June 2011)
Proposal Department - Working in proposal team for (1) one month as a reliever (Nov 2011 to Dec 2011).
GASCO - Habshan Acid Gas Flare Recovery Project (Project Secretary cum Document Controller to the Client, Aug 2010 to Nov 2011)
Mabruk Oil Operations - Al Jurf Phase 2 Project (Project Secretary to the Client, May 2009 to Aug 2010)
North Middle Area Gas Exploitation Project / ADMA ZWSC 100 MBD Modification (Part Time) / SIEMENS - Structural Base Frame Support (Part Time), Feb 2009 to May 2009
Job responsibilities:
Preparing responses to Deliverable Documents, Technical Query, Request for Information & Technical Notes.
Preparation of transmittals with the attached documents for dispatch following the client’s Internal Distribution Matrix for the deliverables and preparing, updating and maintaining the transmittal log.
Using SharePoint Site for documents transferring from one destination to another.
Ensure the correct recipient of package and the retrieval process.
Controls incoming & outgoing documentation which includes verifying the completeness/accuracy of document information, numbering documents, coordinating reproduction, distributing and filing.
Managing immediate superior’s daily schedules and meetings.
Maintain confidential records and filing of reports, correspondence, and related material for ease of retrieval.
Organizes / Taking minutes of meeting, preparing and distributing.
Make decisions relating to office procedures following referral from superior(s).
Responsible for incoming/outgoing mail, in order to verify their significance and plan their distribution.
Provide technical assistance to the Project Manager, Project Engineers, Discipline Engineers
Coordinate travel arrangements for Project Managers and Engineers.
Project: QATARGAS II Project
Job responsibilities:
Updating and Maintaining the Registration Records for the status of Deviation Request and Engineering Query.
Controls incoming & outgoing documentation which includes verifying the completeness/accuracy of document information, numbering documents, coordinating reproduction, distributing and filing.
Scanning / storing all the Incoming and Outgoing Engineering documents in the LAN server.
Managing immediate superiors’ daily schedules and meetings.
Arrange booking of immediate superiors, client, visitors and other employees for hotel, flights and car rentals
Assist other technical secretaries of their duties and responsibilities
Assist the Document Controller keeping the documents numbered and filed (serve as a reliever during his annual vacation)
Perform other related duties assigned by immediate superior
Job responsibilities:
Preparing correspondence and quotations
Preparing company profile
Preparing invoices for the client
Filling of all documents for easy retrieval
Perform other related duties assigned by immediate superior
Job responsibilities:
Preparing correspondence and quotations
Preparing invoices for the client
Filing of all documents for easy retrieval
Perform other related duties assigned by immediate superior
Job responsibilities:
Encoding of inquiries, covering letters, delivery notes and invoices
Attends to incoming and outgoing calls; incoming fax messages
Filing of all documents for easy retrieval