Job Purpose:
The position holder is responsible for document management, document official transfer, administration support, key management, People and Culture hiring administration management, Risk management.
Key Accountabilities & Working Relationships:
- Oversee all administrative work within the function, ensuring compliance with organizational policies and Guidelines
- Lead internal and external audit processes, preparing necessary documentation and coordinating with auditors and update the reports.
- Focal person for Meetings with Senior Management, Communication Champion for SVP initiative, Participating in Organizational development activities as per VP & SVP Directions.
- Develop and implement manpower plans, ensuring optimal staffing levels.
- Maintain and control function documentation which includes procedures, guidelines, and manuals, ensuring accuracy, accessibility, and compliance with regulatory requirements.
- Implement Document Controller networking and activate through Assai system.
- Ensure the smooth functioning of the department's administration.
- Training of function employees for the ASSAI System.
- Ensuring Quality of the work.
- Preparing the documents for internal and external communication.
- Manpower planning for the function.
- Create detailed job descriptions for all positions to be aligned with HR & the budget, ensuring clarity of roles and responsibilities.
- Implement risk management reports on the system.
- Establish an effective plan for my team to ensure a successful development for their career.
- Manage all function correspondence, ensuring effective communication within and outside the organization.
- Coordinate with function team to prepare the JDs for all the required NRRs.
- Raising NRRs, budgeted or non-budgeted, Reporting Headcount and resource planning for function.
- Organizing function internal SharePoint and ensure all the folders updated related to function.
- General office support as needed/required.
- Develop and manage utilization of department registry to allow accurate and easy retrieval of information for the team, ability to locate information in a timely manner and accurately is a key function of the role.
- Arrange for office seating, IT requirements , office stationaries and relevant support for all personnel as and when required.
- Ensure compliance with all applicable information security policies and procedures.
- Ensure compliance to Health, Safety & Environmental (HSE) policies and procedures as applicable.
- Ensure easy retrieval of Documents and Drawings from one archive.
- Coordinating employee's trainings and maintaining records such as training, attendance, & certifications received by employees.
Who we are looking for:
Bachelor's degree in computer science or business administration or equivalent.
ISO 9001: Quality Management Systems. Maritime Engineering.
Demonstrates ability to listen to the views of others and respond in a logical, well thought out manner. Well-developed presentation skills and excellent interpersonal skills
The ability to communicate with multi-disciplinary teams.
Be Physically fit, and able to complete a full medical assessment.
Good habits.
Resilient under stress and capable of managing competing priorities Have a working knowledge of Document Control Procedures and ISO Standards. Computer proficient in Word, Excel, Power Point. Experience in working with diverse cultures
At least 3-9 years experience in relevant field.
About Application Process
If you meet the criteria and you are enthusiastic about the role, we would welcome your application. To complete the application you would need the following document(s):
