PURPOSE & SCOPE
To handle the electronic and hard copy archiving, controlling and updates of documents ensuring that referencing of such is conducted with due diligence to enable easy access and future retrieval by users while maintaining adherence to Aramco Gulf Operations Policies and Procedures.
FUNCTIONS / RESPONSIBILITIES
- Follows all relevant policies, processes, standard operating procedures and instructions so that work is carried out in a controlled and consistent manner.
- Follows the day-to-day operations related to own jobs in the department to ensure continuity of work.
- Receives, segregates, logs-in, files all documents using company Document Management System (DMS) to ensure proper archiving & retrieval.
- Distributes documents as per user list to ensure necessary action from the concerned staff.
- Processes the storage and retrieval of documents using appropriate documentation systems in accordance with defined requirements to ensure that any required information can be readily accessed.
- Provides support and guidance in document control within the organization to ensure continuity and traceability of all documentation.
- Updates past information onto the DMS in order to organize and monitor project documents as to benchmark new and old documents, as required by Executive Director (Engineering, Capital & Operations Support).
- Reviews documents received for proper formatting before archiving and decide on key search string references to be specified in order to maintain a sense of data standardization.
- Uploads relevant documents attained through written correspondences in order to enhance internal efficiencies and an effective document keeping process.
- Complies with all relevant safety, health and environmental procedures to ensure a healthy and safe work environment.
- Establishes and maintains a comprehensive records system. Receives, stores and retrieves on request various documents created or needed for reinforce purpose by the staff.
- Prepares a variety of routine statistical reports and carries out other similar or related duties, as requested.
- Performs other related duties or assignments as directed by Executive Director (Engineering, Capital & Operations Support), or higher authority.
MINIMUM RELATED EDUCATION, TRAINING AND EXPERIENCE
Academic:
Diploma or Higher in any discipline, preferably in Business Administration.
Additional Training:
Relevant training in Document Management Systems.
Related Work Experience (type and years)
6 – 10 years of similar experience, preferably in an oil company.