The Company was incorporated in 1978 to oversee operations in onshore concession areas covering approximately 21,000 square kilometers including five of the most important mainland oilfields in the region. During the first quarter of 2006, the inauguration of the North East BAB has been started.
Purpose and Scope
Carries out clerical and administrative duties related to the preparation and processing of documents required for various activities in any combination of the following areas: procurement of goods and services, expediting & customs clearance, material forecasting, invoice processing, materials quality assurance and vendor management. Includes receiving, registering, checking, posting and processing related documents for supervisor review and approval. Maintains detailed records and notes progress of issues being processed and retrieves documents as required. Prepares status/progress on matters under his custody and advises customers and/or other parties concerned accordingly.
Key Performance Indicators
Carries out all or any combination of the following duties in assigned supply department with respect to procurement and/or supply services:
Receives and checks all incoming and outgoing documents such as Purchase Requisition (PR), Purchase Orders (PO), etc and posts to relevant electronic file.
Ensures that buying descriptions and inspection requirements are adequate to issue Requests for Quotations (RFQ).
Coordination with concerned supervisor and coding section to get the correct description.
Follows up with suppliers to secure timely issue/ receipt of (RFQ) and arrange proper filing.
Drafts routine correspondence to suppliers, customers and other parties concerned with the supply of materials.
Receives and assists in the preparation of bids for technical evaluation.
Carries out expediting and follow-up activities to ensure timely receipt and delivery of materials in accordance with PO terms and conditions.
Maintained records and notes on progress of orders under process.
Notes details of materials partially delivered or in transit, notes quantities involved and expected action on the remainder of the order.
Maintains clients’ files with information relating to materials requirements, status and programs.
Carries out a variety of clerical and administrative duties related to material forecasting. Includes drafting POs for stock replenishment and updating Maximo accordingly.
Prepared POs are properly completed and contain all pertinent data to facilitate subsequent purchasing process.
Scrutinizes and logs applications for registration of new local suppliers. Returns incomplete requests to concerned vendor for proper completion.
Understanding of vender registration requirements.
Prepares Fax/e-mail advising third party inspection agencies that they have been invited to bid for inspection work
Knowledge of the documentation cycle related to TPI contracts.
Carries out a variety of clerical financial activities relating to expediting and processing of invoices related to assigned section/department. Includes receiving, registering, checking, posting and processing for payment through supervisor.
Maintenance of related files and records.
Ability to retrieve invoice documents as required.
Invoice amount tally with pertinent PO's.
Follow up on irregular payment documents.
Understands the Company Health, Safety and Environment Policy, and how it relates to his job. Performs his work in a safe and efficient manner, and is familiar with relevant safe working procedures and practices that relate to his job.
Safe working at all times.
Health, Safety and Environmental procedures and regulations are understood and followed.
Completion of secondary (12 years) education followed by two years’ full time commercial training.
2 years' experience in general clerical/administrative work with some knowledge of oilfield related material purchasing activities.
Good knowledge of MS-Office applications including word and excel.