IRENEO PENARUBIA

Develop and implement processes, policies and procedures related to company document control
management system with compliance to Quality Management System (QMS). Coordinate with
stakeholders, project team members, Owners Engineers (OE), contractors and suppliers the
implementation of systems and business processes. Manage the protocols, controls and processes on
review and approval of corporate documents and project deliverable from development stage, engineering
and design, construction to maintenance and operations.
• Develop and manage company document control processes and systems for all projects from
Development phase to Design/Engineering and Construction phases as well as up to
Maintenance and Operations (O&M).
• Develop and implement company Retention policy for data and documents.
• Act as a Subject Matter Expert (SME) during the transitioning of company’s document
management system from Documentum Asset Operation for Engineering, Plant, and Facilities
Management (EPFM) to cost effective Microsoft Office 365 SharePoint.
• Provide training on the implementation of processes and systems for effective project
documentation collaborations and executions with the Document Controllers of Owner’s
Engineers (OE) and Contractors.
• Generate document control project reports such as Transmittal Status Report and Document and
Drawing Status Report.
• Assign reviewer and approver of document and drawing based on distribution matrix.
Coordinate reviews and approvals of deliverables lists to identify outstanding or pending
documents for review.
• Lead discussions/meetings on document control management updates, issues and protocols with
project teams, OE and contractor.
• Proficient with the management and efficient working of the Document control management
system. Ensure compliance with the quality management as per ISO 9001:2008 (clauses 4.2.3
Control of documents and 4.2.4 Control of records).
• Ensure that all Project technical drawings and documentation are received, checked and
accurately recorded into the Project Document Tracking system, and distributed in an efficient
and expeditious manner per agreed Project Communication and distribution matrices.
• Maintain issue and distribute controlled copies of information. Ensuring correct referencing of
documents.
• Establishing and maintaining files via virtual data room for active development, engineering and
construction documents shared to project team members and lenders.
• Check information on documents and drawings for conformance with status and format in
accordance with procedures. Review metadata in the document management system and correct
where necessary.
• Develop and maintain the Document Control Library Storage for the retrieval of development,
Engineering/design, and Construction documentations.
• Undertake other Document Management tasks as requested by the project team members.

Develop and implement processes, policies and procedures related to company document control
management system. Coordinate with stakeholders, project team members, Owners Engineers (OE),
contractors and suppliers the implementation of systems and control. Manage the process of distribution
of project deliverables from development to construction during review and approval stages.
• Develop and manage company document control processes and systems for all projects from
Development phase to Design/Engineering and Construction phases.
• Develop and implement company Retention policy for data and documents.
• Act as a Subject Matter Expert (SME) during the implementation of company’s document
management system (Documentum Asset Operation for Engineering, Plant, and Facilities
Management (EPFM)).
• Provide trainings on the implementation of processes and systems for effective project
documentation collaborations and executions.
• Generate document control project reports such as Correspondence Status Report, Transmittal
Status Report and Document and Drawing Status Report.
• Edit project company response letter according to set project protocols prior sending to
contractor and supplier.
• Assign reviewer and approver of document and drawing based on distribution matrix.
Coordinate reviews and approvals of deliverables lists to identify outstanding works.
• Lead discussions/meetings on document control management updates, issues and protocols with
project teams, OE and contractor.
• Proficient with the management and efficient working of the Document control management
system. Ensure compliance with the quality management as per ISO 9001:2008 (clauses 4.2.3
Control of documents and 4.2.4 Control of records).
• Ensure that all Project technical drawings and documentation are received, checked, accurately
recorded into the Project Document Control System, and distributed in an efficient and
expeditious manner per agreed Project / Corporate Procedures and distribution matrices.
• Provide registers of incoming and outgoing documentations (Correspondence and Transmittals).
Register incoming and outgoing documents and producing and issuing document transmittals to
provide an auditable trail for all documentation produced by the Project Group and third parties
using the Company Procedures and Systems.
• Maintain issue and distribute controlled copies of information. Ensuring correct referencing of
documents.
• Establishing and maintaining files and computerised indexes for active engineering documents.
• Maintain an established data distribution system. Well versed with distributing documents; and
tracking and retrieving them on regular basis.
• Check information on documents and drawings for conformance with status and format in
accordance with procedures. Review metadata in the document management system and correct
where necessary.
• Provide notification of updates as required to registered document users, which may include
issuing controlled document versions.
• Develop and maintain the Document Control Library Storage for the retrieval of development,
Engineering/design and Construction documentations.
• Proficient with maintaining the register entries for all the receipts, submission of documents and
drawings thru Transmittal and Correspondence to EPC Contractors.
• Undertake other Document Management tasks as requested by the Field Engineers.

Responsible for the overall administration, implementation, control and coordination of all project,
vendors / contractors and corporate records, data, information and document management during
FEED/Design, engineering and construction phases as well as support to operations, maintenance, and
production team. Develop and implement company document management systems and network
repository, various set of key procedures, tools, processes, guidelines, workflows, numbering and naming
systems governing document control. Management reporting, management of change (MOC), document
quality control and assurance, section budgeting, document control internal trainings, and supervision of
document control team.
• Reporting to the Surface Operations and Facilities Engineering and Construction (FEC)
Managers but working across all business departments within Iraq headquarter and Corporate
office in London, by ensuring the business understands data and document control in accordance
with the latest regulations.
• Manage the daily administration and operations of document control team. Ensuring daily works
progressively executed as planned and scheduled and all document control activities comply with
document management protocols.
• Consistently evaluate company document management systems and processes to recognize
impacts and address deviations and improvements against contractor contractual deliverables.
• Responsible for defining, developing and delivering data and document control procedures that
will facilitate effective capture, storage, control and delivery, of all formally released/issued
documents and drawings across the life cycle.
• Provide support, direction, guidance and training to ensure the document control systems are
clearly understood and properly utilized / executed by document controllers and administrators
working within Iraq office departments.
• Responsible for ensuring quality and correctness of all technical project documentations and
records management of Design/FEED, construction, engineering, operations, maintenance and
production.
• Develop and implement document control procedures, policies, forms, tools, and user guidelines
to facilitate documentation workflow, processes, planning and enhancements.
• Produce documents status reports on weekly and monthly basis to management (direct manager)
including any contractor’s noncompliance and identified deviations to project deliverables
agreement and raised possible key resolutions.
• Maintain close relationship with project / engineering team, contractors and vendors to ensure
common understanding on contractual deliverables compliance. Liaise them to ensure that
documentation complies with company procedures, metadata requirements, and transfer.
• Coordinate the implementation of company EDMS (AgilityBMS), Sharepoint 2013 as well as the
Technical Document Network Repository.
• Develop and implement reference number structure and naming conventions of all documents
(project, document, drawing, and equipment tag and system number).
• Prepare document distribution matrix (DDM) and seek review and approval from project team.
Revise matrix as per request with the approval of responsible project lead or manager.
• Develop and implement Job Description (JD) for Senior Document Controller, Document
Controller and Document Assistant
• Ensure accurate record management of documentation generated by Company, contractors and
vendors. Ensure compliance with the documented project standards and procedures.
• Regular evaluation of the contractor’s document control processes including quality of work,
performance and adherence to project requirements.
• Support company’s Integration efforts by personally committing to actively participating in
mentoring and coaching activities designed to enhance the skills, competencies, and performance
of the National employees working in my assigned area of responsibility.
• Knowledge of documentation workflows relevant to all phases of project execution including,
Detailed Design, Engineering and Construction and strong knowledge of documentation
handover to Operations.
• Manage transmittal of information by receiving, logging, tracking, filing, monitoring and
reporting company, contractor and vendor drawings and documents in the EDMS.
• Provide routine quality checks on all incoming and outgoing documentation in accordance with
established Company guidelines.
• Expedite and track the review and approval of engineering deliverables and vendor
documentation to ensure effective and timely turnover and archiving of project records.
• Provide hard and soft copies of Approved for Design, Issued for Construction, As-built
drawings, Manufacturing Data Book (MDB) and final documents to site
Engineering/Construction teams and other business units.
• Coordinate and work with other Document Controllers (on and offsite) to ensure consistency of
process, and enforcement of document control procedures.
• Liaise with the project teams to understand work plans and associated service requirements from
Document Control.
• Provide continual coaching to ensure users and Document Controllers fully understand the
Document Control processes and expectations. Drive improvements within the Document
Control scope through leadership, standards, and behaviors.
• Coordinate and provide close assistance to newly hired Document Controllers to ensure
consistency of training, work processes and enforcement of Document Control procedures

Responsible for the overall control and coordination of all activities related to data, document and
information management of PMC, construction, engineering and vendor technical documents using
company EDMS, SharePoint, WinShuttle and SAP (Systems, Applications and Products). Develop and
implement a set of key procedures and specifications governing the document control process, including
document control procedure, document numbering specification, correspondence procedure, archiving
specification, and other documentations defining the Document Control framework on the given project
Responsibility to SAP
• Manage Interface between EDMS and SAP.
• Responsible for the creation, development and maintenance of master data ensuring data
integrity standards within SAP environment with functionalities to Functional location,
Equipment, BoM, Work Centre.
• Tactical focal point for data maintenance and requires collaboration with stakeholders to develop
and publish master data business rules and processes that support and ensure operational
efficiency of the organization.
• Responsible for on-going and periodic entry, control, and maintenance of all master data (i.e.
Functional location, Equipment, BoM, Work Centre, etc.) elements in SAP Retail.
• Ensure consistency and integrity of all master data elements.
• Includes performing and reporting on periodic data integrity audits.
• Develop a master data management strategy.
• Establishing, enforcing & coordinating the execution of workflow procedures to bring about
timely and accurate population of master data elements.
• Includes responding to requests from stakeholders for changes to, or creation of master data
records, and managing the requests through a formal process of validation and approval.
• Maintain relationships with all stakeholders managing or utilizing master data.
• Develop training documentation and conduct training on all necessary areas of master data.
• Accountable for the accuracy, completeness, timeliness and management of master data
collection.
• Comply with business standards and procedures, as well as, work to continuously improve data
standards, quality, repositories and processes that include original input, change functions,
auditing and data cleansing.
• Validate tag number function codes in functional location to ensure correct numbering systems
and proper existence to EDMS and SAP.
• Liaise with Document Control and SAP Team in collection and collaboration of data to be issued
and updated in EDMS and SAP system.
• Input and update functional locations in SAP system on regular basis for monitoring and to
generate weekly reports.
• Coordinate the evaluation, selection, configuration and implementation of SAP Data and
Document Control applications to meet project team objectives.
• Allocate and control functional location tag numbering system of all equipment and materials in
offshore properties using SAP.
Responsibility to EDMS
• Act as focal point of data and document management activities of Engineering and Projects
Department.
• Establish and maintain the Document Control System and Electronic Document Management
System (EDMS).
• Implement solutions that educate and encourage internal and external stakeholders to become
more collaborative and contribute to the project value.
• Develop and implement data and document management procedures, processes and systems.
Manage and guide project document management function in terms of people, processes and
systems. Create clear and concise procedures, processes, and work instructions for internal users,
contractors, vendors and internal data and document control staff.
• Drive improvements within the Document Control scope through leadership, standards, and
behaviors.
• Ensure compliance with the documented project standards and procedures. On-going evaluation
of the contractor’s information management and document control processes including quality of
work, performance and adherence to project requirements.
• Provide training in document management to the team and other functions as required. Provide
continual coaching to ensure users and document controllers fully understand the document
control processes and expectations.
• Prepare and issue document reports (Monthly Contractor Master Document Register status /
progress / forecast, Weekly Company Document review statistics).
• Review and audit contractors Master Document Register (MDR) and Vendor Master Document
Register (VMDR) to ensure compliance with the project Information Management requirements.
• Provide support to Project Managers, Department Heads, Engineers and Head of Data and
Document Control (DDC) in maintaining and managing project specific document tracking
reports.
• Validate tag number function codes in functional location to ensure correct numbering systems
and proper existence to EDMS.
• Upload AFC (Approved for Construction) and AS – Built (ASB) drawings in EDMS.
• Liaise with Document Control and SAP Team in collection and collaboration of data to be issued
and updated in EDMS and SAP system.
• Assist in completing document requests and queries from onshore and offshore project
personnel.
• Liaise with other department/Project Engineers/Designers and contractors on issues to data and
document and SAP functional locations status.
• Initiate/attend meeting as required to discuss related matters on data and document control.
• Maintain project team tracking repository for receipt, registration, and transmittal and reporting
of documentation.

Summary of Duties: Responsible for the overall control and coordination of all activities related to data,
document, information and record management of engineering and vendor technical documents,
drawings and commercial correspondence. In-depth knowledge on administration and implementation of
document control procedures, principles and best practices. Ensure compliance with COMPANY policies,
guidelines, and standards regarding to Document/Information Management. Maintain quality control and
quality assurance of all documents to ensure completeness and authenticity.
• Act as focal point of project Document/Information/Record Management activities.
• Evaluate the current Document Control work processes. Interface with Team Leaders,
Construction Managers, Project Engineers/Superintendents, Document Control Team and
Project Manager to identify process improvements.
• Create clear and concise procedures, processes, and work instructions for internal users,
contractors, vendors and 2 package document controllers.
• Provide continual coaching to ensure users and document controllers fully understand the
document control processes and expectations.
• Coordinate the evaluation, selection, configuration and implementation of Document Control
applications to meet project team objectives.
• Coordinate hand over documentation/final dossiers between PMT and Contractor/Subcontractor.
• Upload and issue documents for review and approval using PRODOM (company EDMS).
Perform EDMS activities of engineering and vendor technical documents, drawings, transmittals
and correspondence.
• Upload and register Technical Queries (TQ) and Waivers in A2DMS (Advanced Document
Management System.
• Generate various document control reports as required.
• Maintaining master project deliverables/document registers. Control, monitor and record details
of documents, drawings, transmittals and correspondence into the standard registers ensuring
that the information is accurate and updated including discipline, distribution, document types,
revision control, filing codes, tracking, format, title and status.
• Coordinate documents workflow to ensure the quality and completeness of project deliverables
in accordance with the agreed schedule and format as per Company requirements. Coordinate
compliance of engineering deliverables. Monitor and expedite as necessary the progress on
document reviews and approvals.
• Issue technical documents via transmittal to contractor. Perform quality control/assurance of
every document received and issued to ensure project document management guidelines and
procedures are followed.
• Receive project documents and managing distribution. Manage technical documents issued by
the Contractors: implementation of procedures, quality control, distribution, filing and feedback
comments. Reject documents from contractor transmitted not in accordance with project
requirements.
• File hardcopy & softcopy documents. Manage softcopy documents back up to document control
repository (shared network drive and PRODOM). Ensure proper storage of documents in hard
copy in Document Control Room under safe custody without any damage or deterioration with
easy traceability.
• Expedite the return of documents from engineers & contractor. Prepare and issue updated
master list of incoming/outgoing transmittals and correspondence, drawings and documents on
weekly basis to all concerned project engineers/superintendents and contractor for monitoring
status of the un-responded or outstanding and pending documents.
• Compile and upload to EDMS all comment sheets of commented documents and transmit to
contractor via outgoing transmittal.
• Make sure that controlled copies of latest approved documents and drawings are given to the
appropriate staff, contractor and vendors as applicable.
• Monitor and update any change or modification to the technical documents. Highlight any
deviation to Engineering Specialist for further action.
• Interface with the project team member for preparation of all technical submittals. Ensure all
submittals are submitted in timely manner, with documents quality control and appropriate
approval is obtained.
• Maintain master register exclusively designed for correspondence: checking and recording of new
correspondence received, issuing correspondence internally (PMT Personnel) as well as to the
external partners of project, keeping a correspondence register updated for reporting and
expediting project members of the team for issue of documents.
• Request and maintain record of PMT access to company EDMS (PRODOM). Train and assist
team members for the familiarization of company EDMS.
• Assists in the audit of Contractor document control procedures and systems.
• Contribute to Company’s continues improvement in HSE performance and quality management
by ensuring safety, environmental and quality standards are maintained with the workplace.

Summary of Duties: Have technical/document data experience, used to ensuring compliance and
communication/information flows and ideally have an understanding of technical, documentation and
information management system. The main focus of my job is administration, documentation and
information management systems and control, organization, coordination, assistance and supervision of
all project documents and drawings such as engineering technical documents/files, transmittals, record
keeping, updates, drawings/documents extraction in project DMS, systematic master filing activities and
related filing plans. Support the project HSSE management system (objectives, directives, plan,
procedures, and specifications) and the implementation of KBR Code of Business Conduct (Code of
Ethics).
• Support and assist the team in the technical submittals, documentation, organization, information
and administration of project engineering documents as well as in the development and
improvement of department systematic reporting and overall office administration.
• Act as the internal point of contact to ensure the data flow of information to the team. Point of
contact between Company and Contractors for project release documentation and transmission
of engineering documents.
• Provide updates and ensuring changes are made and that the teams are aware of any changes and
revisions of drawings and engineering technical documents.
• Ensure that all project documents are correctly distributed to all relevant members of the project
team in a timely manner and ensure at all times the document in use in the current revision.
• Provide technical support and assistance to Department Project Engineers and Supervisors in
their technical and engineering document routines through project Electronic Document
Management System (EDMS) which is “Documentum in Nexus” on extracting, importing,
searching and printing of project documents.
• Provide support and assistance to Department Project Engineers and Supervisors in their
Microsoft Office operations to produce flowcharts, databases, spreadsheets and power point
presentations.
• Inform on urgent basis Department Project Engineers and Supervisors of all changes/updates in
engineering drawings and approved technical documents such as Technical Queries (TQ), NonConformance Report (NCR), Concession Report (CR), Site Instructions (SI) and Field Sketches.
• Create, develop, maintain and update specialized and custom forms, databases, registers/logs,
files, records, reports, graphs, templates and spreadsheets requiring data interpretation and
manipulation to support technical responsibilities.
• Compile the daily job report of Department Project Engineers and Supervisors for daily
distribution within team management and for weekly information integration needed in the
monthly report that must be required to submit to the client.
• Assist in locating and providing all relevant Engineering Management Team documents during
project reviews or audits.
• Expedite documents which require reviews and approvals of the line managers, client, company,
supplier and contractor documents to support the achievement of project documentation
required timeline.
• Support the Project Team members regarding the functionalities of Documentum (Project
EDMS). Train and orient new Department Project Engineers and Supervisors on document
sourcing and processes using project EDMS.
• Organize, maintain and update confidential documents, project and specialized technical files,
documents and records.
• Maintain the project Master Document Matrix (Release Notice, Transmittals, and Technical
Queries. In charge of assigning project reference number, recording, monitoring, tracking and
submittals of all Release Notices (RN) such as hand over of trenches, equipment, foundations,
substations, civil works, etc.
• Coordinate with Subcontract Dept. for the approval of site Instructions (SI) issued to contractors,
Minutes of Meeting (MOM) approval by the contractors, daily progress report of the contractors
and amendment of scope of work in the contract.
• Update on daily basis material datasheet such as cables, equipment, tools and other miscellaneous
materials for immediate reference of supervisors and contractor.
• Attend project interface meetings, take down notes, prepare minutes of meeting and distribute to
all attendees as well as to construction management team.
• Arrange and coordinate with the client the interview and approval of the required certifications
of electrical engineers and supervisors.
• Set up conference calls, attend emergency meetings if required.
• Provide assistance with travel, visa and hotel booking for department personnel. Travel
arrangements including hotels, meet and greet flights & visas. Prepare detailed itineraries for each
trip.
• Creation/maintenance of action lists/letters/spreadsheets/PowerPoint slides.
• Updating phone lists/home leave and holiday charts for teams as required.
• Assist with departmental inductions & arrange PC, phone & workstation requirements.
• Provide general administrative support to Line Manager & Operations staff e.g., preparation of
letters, memos, etc.
• Arrange/book for the availability of conference/meeting rooms for kick – off meetings, weekly
meetings, special meetings, presentations, orientations and workshops.

Summary of Duties: The focus of my job is documentation and information management systems and
control, organization, coordination, assistance and supervision of all project documents, drawings,
engineering technical documents/files, transmittals, record keeping, updates, extraction and systematic
master filing activities and related filing plans.
• Provide Information Management and Document Control daily activities to the Project team.
Perform operational and business document and data requirements related to the construction,
commissioning, testing and handover.
• Maintain the Project Master Document Distribution Matrix. Ensure that all project documents
are correctly distributed to all relevant members of the project team in a timely manner and
ensure at all times the document in use in the current revision.
• Assist in locating and providing all relevant Engineering Management Team documents during
project reviews or audits.
• Support the Project Team members regarding the functionalities of INDRA (Project EDMS).
Train and orient new Department Project Engineers and Supervisors on document sourcing and
processes using project EDMS.
• Point of contact between Company and Contractors for project equipment documentation
activities.
• Log incoming and outgoing document transmittals from and to the EPC Contractors. Assist the
review, validation, distribution and transmission of project documents.
• Provides all required Project As-Built documentation to all sites as required as well as Field
Sketches.
• Highly capable at document preparation. Collate relevant documented information. Performing
correspondence control, both electronic and paper filing.
• Control filing of hardcopy and electronic versions of documents, ensuring revision control.
Prepare and scan all documents in order to publish an electronic version of all documents
physically filed on a shared directory available to all project team members.
• Assist with requests for retrieval of documentation and information.
• Handle sections’ request for payment (RFP) of all suppliers’ invoices and input/enter at JGC
Proscate System and arrange for approval. Coordinate and follow up with Accounting Dept. the
payment of all RFPs and secure copy of bank transfer confirmation.
• Evaluate all contractors and suppliers’ equipment/manpower invoices, check and verify
equipment/manpower timesheet. Transfer and encode suppliers’ timesheet into JGC standard
electronic timesheet format and secure approval of concerned Section Manager.
• Coordinate with Administration department all applications of staff home/compassionate and
emergency leave. Follow up confirmed flight booking and travel documents. Manage and
maintain personnel home leave calendars and coordinate schedule with consideration to staffing
requirements.
• Prepare site personnel ID passes, Permanent IDs, Temporary access, vehicle and equipment
sticker. Ensured 100% accuracy of records resulting in efficiency monitoring.
• Provide general clerical/administrative support as additional task.
• Arrange safety inductions of new staff and monitor employee training needs, schedule and
coordinate scheduling of required safety training classes and other required technical courses of
all staff to ensure maintenance of required certifications.
• Create, maintain and update filing systematically.

Summary of Duties: Support all aspects of logistics and supply chain management activities for
transportation, coordination, deliveries, safety, documentation, record keeping and close assistance to unit
management with the consideration and protection of assets and the achievement of safety and financial
goals. Responsible for quotations, placement of orders, coordination of shipment, transportation and
flow of logistics services. Focus on consistent and timely deliveries of onshore requirements. Build
harmonious relationships with all contractors involved in the management of logistics and supply chain
management activities.
• Execute all transportation activities and liaise with transportation dispatcher.
• Preparation of shipping documentation that accompanies the deliverable goods.
• Liaison with customs agents, freight forwarders and transport companies to arrange the
movement and tracking of goods worldwide.
• Checking of work carried out by agents on company's behalf and resolving any issues arising.
• Previous import/export administration experience.
• Letters of Credit and Contract paperwork, preparation and submission.
• Manage alternative solutions for fully booked transportations by contacting alternate contractors
to avoid possible delays of materials delivery.
• Coordinate quotations from suppliers and manufacturers. Negotiate the price offered by supplier
and manufacturer and discount availability in the offer for commercial contractual agreement.
• Prepare and analyze price offered by suppliers for quotation-pricing worksheet as basis of price
offered to client or end user (i.e., unit price, customs duty, insurance, mark-up, money cost, local
charges, transportation, CIF, C&F, EX-Works, FOB, etc.)
• Manage Purchase Orders (PO). Place Purchase Order with supplier and manufacturer based on
the requirements and specifications of client and as agreed within the price offered.
• Submit monthly PO, RFQ, Shipment & Delivery status, Material Inventory and Invoice report
based on the data processed/entered in the system thru Proscate – a company Data Management
System
• Full coordination with our Expeditor and Clearing Agent/Broker/Freight Forwarding
Contractor for the shipment and clearing of orders from Customs Department. Prepare and
submit original shipping documents such as Legalized Certificate of Origin, Bill of Lading,
Legalized Commercial Invoice, Insurance, Material Certificate, Packing List, etc.
• Manage logistics for materials ordered. Coordinate with suppliers’ timely shipment of orders.
Close coordination with foreign vessels for shipping documents, ETD and ETA, and all relevant
shipping details of orders.
• Manage and control materials and maintain relevant registers. Co-ordinate with storekeepers and
warehouse staff. Coordinate in advance with warehouse staff for the upcoming delivery from
international shipment by providing details of ETD and ETA and other required related
information.
• Arrange safety inductions of new personnel and contractors and monitor employee training
needs, schedule and coordinate scheduling of required safety training classes and other required
technical courses of all staff to ensure maintenance of required certifications.
• Arrange bookings with Transportation companies for trailers availability and shipping agencies.
Most of shipment/materials ordered came from Italy (fittings), Spain (pipes), USA (Chemicals,
valves and fittings) and France (fittings), Germany (chemicals).
• Supervise the materials delivered/shipped during physical counting and inventory prior delivery
to client or end users. Check discrepancy such as missing parts, damages, etc. and prepare report
for approval of the manager and forward to supplier or manufacturer.
• Prepare Letter of Credit as requested by our supplier as their preferred type of payment for the
materials being supplied or shipped. Every detail of Letter of Credit are carefully studied and
analyze. Other types of payment being performed are CAD (Cash against Documents) and 45
Days from Date of Bill of Lading. Perform any amendment of Letter of Credit, verification of
amendment and secure approval.
• Advise client of order payment as per agreed terms of payment, i.e., Cash on Delivery (COD,
30/45 days from the date of delivery (either thru bank or cheque).
• Advise and coordinate with Accounts Department regarding the payment of order to supplier
and manufacturer and payment collection from client or customers.
• Coordinate with Administration department all applications of staff home/compassionate and
emergency leave. Follow up confirmed flight booking and travel documents. Manage and
maintain personnel home leave calendars and coordinate schedule with consideration to staffing
requirements.
• Prepare personnel Saudi Aramco ID passes, Permanent IDs, Temporary access, Housing,
Equipment sticker, and vehicle pass.
• Prepare and submit statistical reports, daily report, data analysis, planning and summary report.
• Prepare weekly shipment status report and delivery status report.
• Updating Vehicle/Equipment Inspection Record every month.
• Perform administrative tasks as directed.

Summary of Duties: Support company Project Management Team (PMT) of all aspects of
technical/document and information management systems and control, coordination, documentation,
record keeping and close assistance to project management. Responsible for proper provision and
transmission of Saudi Aramco approved/revised drawings and focus on consistent and timely issuance
and distribution of updated drawings and engineering documents to company PMT. Monitor trainings for
enhancement and development of company project management personnel.
• Maintain the Project Master Document Matrix/database.
• Support and assist the team in the technical submittals, documentation, organization, information
and administration of project engineering activities as well as in the development and
improvement of department systematic reporting and overall office administration.
• Maintain the information in the document control database for immediate access to a particular
document or set of documents. Give assistance to the Project team members for locating and
accessing the documents through the Project Master Document Matrix/database.
• Control filing of hardcopy and electronic versions of documents, ensuring revision control.
Prepare and scan all documents in order to publish an electronic version of all documents
physically filed on a shared directory available to all project team members.
• Log incoming and outgoing document transmittals from and to client and other contractors.
• Reports to management on documentation status and progress. Issue weekly document status
reports to Head of PMT Engineering and Department Manager.
• Manage, maintain and control registers for all issued for construction (IFC) drawings and
documents issued by Saudi Aramco.
• Arrange safety inductions of new personnel and contractors and monitor employee training
needs, schedule and coordinate scheduling of required safety training classes and other required
technical courses of all staff to ensure maintenance of required certifications.
• Arrange and coordinate with the client the interview and approval of the required certifications
and authorizations of electrical engineers and supervisors
• Coordinate with Administration department all applications of staff home/compassionate and
emergency leave. Follow up confirmed flight booking and travel documents. Manage and
maintain personnel home leave calendars and coordinate schedule with consideration to staffing
requirements.
• Prepare site personnel ID passes, Permanent IDs, Temporary access, Housing, vehicle and
equipment sticker, monetary claims.
• Monitor personnel Saudi Aramco ID, Operators Government Licenses, Crane Operators,
Riggers and Scaffold Supervisor. /Inspector Aramco certifications. Keep up to date records of all
certifications and request.
• Provide general clerical, technical and administrative support to the Department.
• Create, maintain and update filing systematically.

Summary of Duties: The focus of my job is documentation and information management systems and
control, organization, coordination, assistance and supervision of all project documents, drawings,
engineering technical documents/files, transmittals, record keeping, updates, extraction and systematic
master filing activities and related filing plans.
• Provide Information Management and Document Control daily activities to the Project team.
Perform operational and business document and data requirements related to the construction,
commissioning, testing and handover.
• Point of contact between SAPMD and Contractors for Project documentation and transmittals
of project engineering documents.
• Ensure that all Project documents are correctly distributed to all relevant members of the project
team in a timely manner and ensure at all times the document in use in the current revision.
• Maintain the Project Master Document Distribution Matrix.
• Assist in locating and providing all relevant Engineering Management Team documents during
project reviews or audits.
• Support the Project Team members regarding the functionalities of SAP (Project EDMS). Train
and orient new Department Project Engineers and Supervisors on document sourcing and
processes using project EDMS.
• Responsible for establishing and operating document control systems. Ensures, in coordination
with Contractor, that the document control process is managed in accordance with agreed
Procedures at all sites.
• Responsible for managing the document control process, administering the project Engineering
Document Management System (EDMS) and the review and distribution of project documents.
• Log incoming and outgoing project documents and transmittals. Assist the review, validation,
distribution and transmission of project documents. Ensure that all Project documents are
correctly produced internally, dispatched to all relevant members of the Project.
Dispatch/distribute the Project documents (whatever is the support: paper, CD, DVD...)
through Transmittal Notes.
• Provides all required Project As-Built documentation to all sites as required as well as Field
Sketches.
• Highly capable at document preparation. Collate relevant documented information. Performing
correspondence control, both electronic and paper filing.
• Control filing of hardcopy and electronic versions of documents, ensuring revision control.
Prepare and scan all documents in order to publish an electronic version of all documents
physically filed on a shared directory available to all project team members.
• Assist with requests for retrieval of documentation and information.
• Maintain the information in the document control database for immediate access to a particular
document or set of documents. Give assistance to the Project team members for locating and
accessing the documents through the document control database.