Officer, Administration Services

About the Job

Render technical administrative support to the assigned department in various matters related to documentation, contracts administration, data gathering, periodic reporting and internal & external coordination with concerned parties
 

Key Accountabilities

• Creates, updates and maintains an electronic Document Management Structure in a systematic manner for Test Results, Studies, Reports, Logs, Core photos & Descriptions. Co-ordinate with Information Technology Division for further enhancement.
• Assists Team Leader/Engineers in the preparation of tender documents for various call-out basis and permanent contracts, also Follows up with the Job Officers to ensure the timely issue of Contract Requisition/ Service Orders and Purchase Requests
• Carries out the typing of all reports and correspondence of the Department and ensures their accuracy.
• Controls the Department’s central filing system which includes strictly confidential matters such as department
• Coordinates with Human Resources/Training Coordinator on all issues related to the department employees leave duty/resumption, attendance/rest and training program and maintain the up to date records.
• Compiles & edits Departments periodical management reports, which includes Departmental Objectives, Business Plan, Quality Progress, and Integrity Assessment Reports.
• Archives project records in accordance with Document Retention Procedures.

Technical Competencies

• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to enable them to become proficient on the job and deliver the respective section objectives.
• Provide input for preparation of the Department/ Section budgets and assist in the implementation of the approved Budget and work plans to deliver Section objectives.
• Investigate and highlight any significant variances to support effective performance and cost control.

Minimum Requirements

• Higher diploma in engineering or technical discipline or Technical Diploma.
• Around 2 years total work experience on board ships as engineer or on similar shore discipline
•  Understanding of aspects of the maintenance and repair of Shipping
• MS Office computer programs and ERP
• Presentation and reporting skills added value.

• BSC or ND Certificate.