PT Supraco Indonesia is a privately owned company with over 31 years experience in providing integrated services to Oil & Gas Industry in Indonesia. Founded in 1979 by the name of PT. Summa Prakarsa Corporation, the company is part of Radiant Group, which is one of the most successful companies in Indonesia energy sector. We are seeking for best candidates to fill the vacant position of :
DOCUMENT CONTROLLER (CP-11)
RESPONSIBILITY AND DUTIES:
- Perform records management and document control functions for contractor documents, equipment suppliers and site documents.
- Receive, log, track, and distribute documents from EPC Contractor s document control.
- Identifying, categorizing, and processing document types in accordance with project procedures.
- Using excel worksheets for logging, tracking transmittals from contractor to EMDC, equipment suppliers, Contractor to Cepu project, and all outgoing transmittals.
- Using excel worksheets for logging, tracking transmittals from contractor to Cepu Project, equipment suppliers, Contractor to Cepu project, and all outgoing transmittals.
- Filing originals in accordance with proper file code assignment and maintaining files.
- Transferring electronic files to Cepu LAN folders for Cepu project team accessibility
- Making requested copies and distribution for outgoing and internal transmittals
- Obtain “received signature” transmittal from contractor document control for documentation distributed to them and file original.
- High School Graduate
- Minimum 2 years working experience
- Significant knowledge in control of hard and electronic document control and information management system
- Sound written and verbal communication skills with the ability to communicate at all organizational levels
- Successful track record in similar roles on very large international projects
- Experience in implementing information management systems organization
- Computer literacy and development skills
RESPONSIBILITY AND DUTIES:
Safety:
- Conduct Safety Induction for visitors
- Participate in the office safety program; basic first aid responder
- Ensure work is conducted in a safe and efficient manner and that a high level of safety awareness exists in the office environment
- Performs and records inventory management of office supplies, safety award purchases
- Maintains office records/files per Management Protection of Information guidelines
- Prepares expense statements
- Reviews/check and maintains records of staff contractor time sheets and expense reports
- Maintains and monitors group vacation records
- Perform administration work for manager and site team
- Maintain MPI protocol when administering sensitive information
- Coordinates the overall administrative activities in providing efficient and effective office support services for the execution team
- Support development of management presentations for internal and external audiences
- Draft routine memos and reports
- Administers all inbound / outbound mail, filing system, phone receptions
- Provides secretarial functions relating to invoices, personnel work orders, immigration, expense reporting
- Serve as a liaison with Human Resources (HR) to organize newcomers/visitors work permits/visas
- Report payroll to HR (EM employees only) & maintain vacation records
- Post Time-writing job numbers, monitor entries, ensure group members enter data, provide assistance as needed
- Provide organization, planning, and administration of team building and special work team arrangements; update team members list
- Arrange travel, accommodation arrangements for VIPs and visitors
- Coordinate with other secretaries regarding reports, appointments, etc
- Carry out administration tasks, such as:
- Assist with meeting arrangements
- Make travel bookings, conference arrangements, and events arrangements
- Prepare letters, memos, presentations, faxes
- Perform clerical and general office duties, word processing, record and files maintenance, mail distribution, and telephone reception
- Copying, distribution, and shipping
- Prepare and submit expense accounts
- Process and maintain files for calling card, wireless, and pager orders
- Prepare and submit business card/stationary orders for group members
- Travel Tracking: Records personnel travel movement/booking via PTS
- Vacation and Out of Office Tracking: Records and maintains execution team records
COMPETENCIES
- Computing: Strong user of Microsoft PowerPoint, Word and Excel. Microsoft access, Visio, Time-writing, EXTRA, and SHARP timekeeping system & Good computing skills
- Interpersonal: Strong interpersonal skills required. Ability to interface with internal and external parties.Team player capable of working with multi-national staff, 3rd Party Contractors and all levels of EMOI and MCL management
- Office Management: Good organizational skills, filing, document tracking, travel management
- Communication: Excellent English communication skills
- Extensive knowledge of e-mail system
- 5-years working for a large company in office administration, hotel or airlines
- SAP experience desirable
- Familiar with Business Travel Guidelines
- Familiar with account code / DOAG Guidelines
- Familiar with P&GMs
- Familiar with Company MPI Guidelines
- Required to work independently with little supervision. Able to communicate in both English and Bahasa Indonesia.
- Must be willing to live and work in a remote site environment.
RESPONSIBILITY AND DUTIES:
- Gain alignment with the Project Team on project contract administration needs, objectives and requirement
- Develop a Contract Administration Plan
- Lead internal kick-off meeting with Company personnel to review: contract terms and conditions, the change order process, and claims avoidance
- Coordinate external kick-off meeting with company and contractor personnel to review the coordination procedures, contract deliverables, change order process and business practices
- Ensure Contractor s contract administration and subcontracting procedures and processes meet contract requirements and are in line with PTK-007
- Review/ comment on procurement procedures/ processes deliverables to assure compliances with company s requirement, and
- Review Contractor s compliance with Company s prevention of information brokering and compliance with business standard guidelines
- Develop and execute administrative processes that advance the project s procedures, goals and objectives,
- Monitor the approval process and verify compliance with invoicing and payment process
- Coordinate the Change Control Process, including : Amendments, Change Orders and other changes,
- Timely and carefully monitoring of compliances with Liquidated Damages contract terms
- Coordinate the resolution of Contractor claims
- Coordinate the issue of any notice or suspension, cancellation, and/ or termination in line with contract terms
- Coordinate the preparation and issue of Milestone Completion Notice, Turnover Notices and the Acceptance Notice in accordance with the contract and approval process/ procedures,
- Develop and administer any Performance Incentive Plan
- Communicate with Project Team on project contract administration & sub contracting activities, progress and issues,
- Maintain close liaison with appropriate members of Project Team (Engineering, Subcontracting, Construction QA, SHE) during execution
- Advice PMT of contract administration and subcontracting issues and steps being taken to mitigate consequences
- Participate in Project Team weekly/ monthly meeting with Contractor
- Capture and communicate contract administration and subcontracting lessons learned for the project
- Maintain communication with Contracts Administration manager and contribute to functional excellence
- Stay abreast of update to internal procedures and PTK-007
- Participate in functional sponsored/ required training, matrix meeting, and other Procurement events
- Coordinate Contract Administration Activities Reviews with and submit CA activity reports to Contracts Administration Manager
- Mentor junior Contract Administrators, as required
- Manage the Contract Close-Out Activity
- Establish a close out agreement with Contractor (settlement of any outstanding items),
- Verify and agree on final invoice, including release of retention, if any,
- List and agree on contract s surviving claims,
- Resolve all contracting-related claims,
- Ensure orderly turnover of project (with regards to contracting) to the operating organization.
- 5 years of Procurement experiences.
- Intermediate to Expert Contracting Skills
- Experience in Construction, Maintenance, Drilling or Production Service Contracting
- Strong analytical, negotiation and communication skills
- BA/BS Preferred
- Upstream experience would be very beneficial but not required
RESPONSIBILITY AND DUTIES
- Represents the project as a member of the Export System Project Team
- Stewards the Export System regulatory process - liaise, coordinate, prepare, and submit the applications and documents to obtain the required permits
- Liaise with Central, Provincial and Regency government regulators to obtain the necessary permits for smooth construction of the export system
- Liaise / Coordinate Contractor regulatory staff and other groups as required to develop the application and obtain the required permits
- Monitor and ensure Contractor obtains permits required for execution of the contract work (e.g. Contractor s camp building permits, DEPNAKER)
- Develop Company regulatory database (REGFRAME) for monitoring of regulatory compliance and develop / provide such as a handover document to operations
- Interface with the other functional groups on regulations/permits regarding safety and security and Support other functional groups (e.g. Environmental, Public and Government Affairs, and Land) in communication with regulators to satisfy Legal requirements
- Identify potential execution issues related to Company and / or Contractor s permitting activities and develop mitigation plans as required
- Obtain Functional guidance on and input to Company Lessons Learn and Best Practices
- BS degree in Law, Engineering or other related field
- 5-10 years experience in Regulatory discipline within the Oil and Gas Industry or related industries (e.g. infrastructure construction, mining); preferably involved with pipeline projects
- Ability to effectively communicate in both English and Bahasa Indonesia
- Strong organization and planning skills
- Knowledge of regulators and governmental agencies applicable to the project scope/area is a plus
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