Contract Administrative Assistant

Qualifications:

• Hold a Bachelor’s Degree, Diploma, or equivalent Professional Qualifications.
• Possess a minimum of 5 to 8 years of relevant experience, preferably in a reputable Oil & Gas or Petrochemical industry, particularly in the UAE or GCC.
• Have expertise in Contract Life Cycle Processes.
• Proficient in MS Office, with working knowledge of ERP, SAP, etc.

Tasks, Duties and Responsibilities:

• Support Operations Contracts Management Team in handling contractual aspects and coordinating pre to post award activities throughout the Contract Life Cycle.
• Assist in post-award contract management, including reviewing documents for Letter of Assistance and coordinating site mobilization requirements.
• Verify time sheets and supporting documents for substantially completed services, maintaining records of contract validity and fund availability.
• Coordinate with CHSE for HSE document reviews and signings, and assist in PR checklist preparation.
• Attend Kick-Off Meetings for newly awarded agreements and prepare meeting minutes.
• Ensure timely submission of contractual documentation by the contractor, including Original Performance Bank Guarantee and Insurances.
• Assist in receiving and forwarding original contractual documentation to Finance for safekeeping.
• Liaise with Contract Administrator and HSE for Pre-Mobilization and Pre-Execution HSE Audit Checklist reviews and signatures.
• Aid contractors in mobilizing resources to the site, coordinating with Contract Administrator and providing necessary documentation.
• Coordinate with contractors to obtain required documents for Letter of Assistance issuance and submit to Government Relations after review.
• Provide support and assistance in coordination with Maintenance Planning and IT SAP Support Team for any system issues.
• Assist Contracts Management Team in the Contract Close-out process.
• Prepare any required reports as requested by the Contracts Management Team.
• Perform any other related assignments as advised by the superior.