Job Description
Our client, a diversified company is in need of Assistant In Charge of Contractual Documentation
The Assistant in charge of Contractual Documentation belongs to the Projects Team in the Jebel Ali office, in a multicultural environment. You will handle the contractual documentation in compliance with the project’s specifications and the contract between the company and its client. You will work closed to the contract engineer whom you can replace during his absence. You will be reporting to the Projects Operation Manager.
At the project’s kick-off :
• Attends the project kick-off meeting with the contract engineer, the sales engineer and the other specialists involved in the project.;
• Reviews the requisition to validate the technical and contractual aspects
(documents to be supplied, submission date and communication channel).
During the project’s execution :
• Creates the « vendor’s documents register » (based on the documents requisition) including the submission schedule of contractual documents. Submits the same to the client for record / approval.;
• Prepares the documents which submission is urgently required.;
• Rework the internal / external suppliers documents in order to comply with the project specifications (addition of front sheets, client’s title block);
• Handles the documents submission (recording, sending by mail, email or upload on a server).;
• Handles the commented / approved documents return. Dispatches the same to the contract engineer, to the other involved departments in the company or to the suppliers for information or revision.;
• Review and revises the commented documents.;
• Expedites the client for documents approbation.;
• Boosts the other involved departments of the company to get the contractual documents in time.;
• Coordinates with the project buyer to expedite the suppliers to get the contractual documents (first submission or revision).;
• Checks the internal / external supplier’s documents for compliance with the requisition in terms of quality and quantity.;
• Launches the down payments requests related to the terms of payment linked to the supply of specific documents or final data books.;
• Frequently works with the company ERP to get information.;
At the end of the project :
• Creates the final data books table of content and submit the same to the client for approval.
• Prepares the inspection file in time for the inspection with the client representative.
• Builds up the final data books
• Attends the inspection of the Manufacturing Record Book with the client;
• Handles the translations of documents with sub-contractors;
• Handles the data books duplication and check the quality before shipping.;
• Handles the filing of the data books and electronic copies.;
Applicant profile
Education
• Minimum high school diploma. Ideally graduate from technical university or engineer assistant.;
Experience :
• The applicant will have ideally a first experience in a similar position in the Chemical Industry, Oil & Gas, Food Industry, in a manufacturer of industrial equipments, an engineering company or EPC contractor. Beginner could be accepted depending on the skills and the motivation.
Language skills :
• English : fluent (red, written, spoken) – working language;
• Good practice of French would be much appreciated;
IT skills :
• Perfect management of office suite (Word, Excel, Outlook, PDF creator);
• Knowledge of an ERP;
• Skills in Computer Aided Design software would be appreciated.;
Technical background :
• Electronic Documentation Management;
• Vessel manufacturing, piping, welding, rotating equipments, instrumentation;
• Basic knowledge in electricity, PLC;
Personal skills :
• Autonomous
• Rigourous
• Communicative
• Adaptable
• Team spirit
• Ability to listen
• Technical curiosity
• Decision maker
