Assel Akbergen

· Provide training assistance and direction to project team members on documentation and project filing requirements.

· Coordinate filing and distribution of all Project Engineering and Project Management documentation.

· Distribute and maintain all document transmittals Maintain transmittal register.

· Controlling documentation – Engineering/QA/QC /RA/Commissioning Turnover documentation in the department.

· Prepare Loop packs, Turnover dossier/Comm packs according to client procedures.

· Follow directions from FGP Lead /DCC Supervisor to complete tasks in line with client requirements.

· Must be able to handle documentation, filing and record keeping, in engineering outfits.Must be able to work with computers utilizing Microsoft Windows and Office suite of packages.

· To lead preparation and review of Commissioning work packs /Loop folders according to the Job Package or SOW.

· Assist for preparation and Updating check list/ QVD Matrix according to client completion system requirements.

· Registering and maintaining the status of completed QVDs and filing the QVDs into the appropriate folders/Comm packs.

· Monitor drawing and other Incoming/Outgoing project document registers and make sure project team received latest revision of documents.

· Make sure daily report of QA/QC/DCC/RA/MC/QVDs/As builts /Loop packs/ Turnover activities database are updated and reported to project team and client requirements.

· All completion and Tracking registers to be updated correctly in time

· Make sure all Turnover dossiers/Comm Packs/System completion documents are completed and assembled in line with client turnover procedure, MC Plus and CMS requirements.

· Coordinate with client Completion/Turnover team for the final approval and handing over all documentations.

· Interface with systems – MC Plus, Coreworx (POL), CMS to control QVDs, Drawings, Loop packs, RIMs etc.

· Interface with Kent and Client departments -Turnover team, System completion team, Commissioning supervisor’s and leads, PDDM etc.

· Make sure the Quality of issued documents/Dossiers, in terms of templates, numbering, revision, contents, purpose etc. as per client procedure.

· Documentation and technical data is handed over to Client in accordance with agreed requirements.

· Guiding and Supervising data processing, systems analysis, and programming.

· Estimating system requirements in coordination with Client, Management, Vendors and Staff.

· Outline and prioritizing operational guidelines and deadlines of the control department.

· Overseeing receipt of emails and ftp files and provide Document control services.

· Assessing completeness and accuracy of attached documents and prepare soft copies.

· Recording files into EDMS according to transmittal numbers and disseminate according to Matrix.

· Checking promptness and approval of documents and ensure their timely turn over.

· Recording documents on computer according to file index.

· Assessing and transmit documents through pdf and zip files.

· Assessing graphics and manage records of project drawing and correspondence.

· Providing necessary assistance to engineering in PDM documentation and oversee accuracy through collation of libraries and manufacturing systems.

· Contributing towards accuracy of PDM data and development of product structure.

· Supervising timely distribution of documents and execution of procedures.

· Maintain archive of documents and ensure all documentation follows government norms and provide issue resolution services.

· Supervising track and issue documents and ensure documentation remains within regulations.

· Coordinating with Client on provision and revision of documentation.

· File master documents and support project on various levels.

· Accepting and registering incoming and outgoing correspondence / documentation / information / drawings / Sending it to the relevant structural units of the Company.
In accordance with the instructions of the Chief Engineer of the Project (Project Manager) submitting documents for execution, completion and modification, maintains records of processed documentation and updates the database.
In accordance with the procedures for Document Control of the Company / regulatory documents, assigns numbers to documents / prepares documents for prepares documents for issue/issues documents.
Carrying out the control over execution of the documentation.
Providing information on statuses, revisions.

· Recording docs via electronic document management system.
Distribution technical / project / reference related documentation as required by distribution lists
Keep up to date logbooks of correspondence received and submitted.
Maintain the current archive.
Providing convenient and efficient access, follow-up and retrieval of documents in the files. Secures all work-related documentation in progress, regardless of type of support source (electronic/hard copy).

· Create meeting(s) timelines, prepare, and distribute meeting notification, correspondence, agenda and materials, as well as subsequent updates or changes.

· Attend a minimum of 6 required in-person board meetings, Governance Committee Meetings, Chair-track meetings, annual staff meeting and monthly calls, record, and file minutes.

· Create and maintain board minutes, books, and archive materials.

· Establish excellent working relationship with the Chairman and Members of the Board of Directors, Executive Director and Staff organization, and members/leaders in verbal, written, and electronic correspondence.

· Maintain, as needed, both mailing & public relations lists of Board, staff, and Regional Councils & committees

· Create mailings, presentations, reports for Chair and other materials for the board members.

· Mail, track, and follow up on the annual conflict of interest disclosure and create report for Board of Directors and Governance review.

· Schedule appointments and maintain Chairman's travel calendar.

· Prepare and edit correspondence.

· Make travel arrangements, and visa tracking for the Board Members

· Assisting in the development of document classifications to facilitate information storage and retrieval.

· Assist managers and others in creating training curricula, materials, documentation.

· Providing additional support to the Quality organization as required including maintaining original Quality documents, loading PDFs into the Quality SharePoint, updating controlled lists.

· Participating in planning, and successful implementation of special requests made by Manager/Project Managers including special information needs such as the need to extract information from documents extracts list of project materials and provides to engineering.