Document Controller (EDMS Electronic Documentation Management System) Lead
 
JOB TITLE: Document Controller (EDMS Electronic Documentation Management System) Lead
EMPLOYER: Joint Operating Company of Absheron Petroleum DUTY STATION: Azerbaijan
PUBLISHED: 2019-03-13 LAST UPDATED: N/A DEADLINE: 2019-04-01

Joint Operating Company of Absheron Petroleum

Job Description

Direction : Not applicable
Division : PROJECT

JOB TITLE (JOB HOLDER) : Document Controller (EDMS Electronic Documentation Management System) Lead

Position to report: Project Control Lead
Present Job holder: new recruitment

JOB DIMENSIONS

Absheron Early Production Scheme (EPS) is an early development phase to target a first gas production end 2020.
The Full Field Development will be envisaged depending on the results of EPS well ABD001.
JOCAP Joint Operating Company will manage the EPS phase through a Technical Services Agreement with TOTAL who will conduct on its behalf both Drilling operations and subsea EPC Project and through an EPCI contract with BOSSHELF for the receiving facilities and tie-ins for the oil rock facilities.
Absheron development reference agreements are PSA, JOA and addendums.

ACTIVITIES

The job holder’s overall responsibility is to manage all the documentation exchanged between the Contractor, Service Provider and JOCAP Project team during the project development phase.

- To do this using EDMS (Electronic Documentation Management System), in line with project procedures.
- To ensure that contractor-provided documentation conforms to project documentation specifications.
- To participate in the overall documentation process (suggesting amendments to procedures, reporting, providing support to the WP team, etc.).
The job holder is accountable for demonstrating an exemplary behaviour with regard to HSSE rules & requirements, with regards to the Company Ethics and “Code of Conduct” policy and for implementing and controlling these rules and requirements within his area of responsibility.

The job holder shall:

- Ensure that safety remains the main priority while performing his daily activities.
- Defines and organises the project Document Management System (PRODOM) from definition of request to Contractors, Service Providers up to the delivery to Field Operations and archiving.
- Develops and maintains a detailed project specific user friendly guide for PRODOM system.
- Implements, modifies and maintains PRODOM system in order to manage all flows of documents either in electronic form or hard copy.
- Coordinates Document Controllers in each work location including training to ensure consistent implementation of PRODOM system in all project work locations.
- Prepares the handover of Documentation to Field Operations and the filing of Project document to archives.
- Performs constant analysis of Contract produced documentation to check for compliance with Project standards regarding numbering, graphic charts, symbology and all others aspect related to document quality.
- Monitors and reports on Contractor document submissions dates planned/actual and % complete.
- Provide Project Controls Lead with all relevant information required for weekly/monthly project reporting.
- Close liaison with Contractors, Service Providers DC staff on all matters concerning document control / PRODOM.
- Provides PRODOM training advice and support to all project staff at all project locations.
- To use EDMS for day-to-day activities, such as: registration and integration of contractor-received documents, registration of transmittal sheets, definition and launch of review work-flows (maintenance of a distribution matrix for this), follow-up and expediting of reviewing process, compilation of commented document, preparation of transmittal sheets out and transmission back to contractor.
- To control the conformity of contractor-issued documents: using special tools for automatic control, commenting on the conformity of documents, and rejecting documents when obliged to do so.
- To give support in the use of EDMS to the work package team.
- To check the progress of document production by the contractor in coordination with the work package schedule engineer.
- To provide all relevant information needed for project reporting.
- To keep and archive hard copies of drawings or other documents as required.
- To use EDMS in his day-to-day activities, i.e.
o registration and integration of contractor-received documents, registration of transmittal sheets in;
o definition and launch of review work-flows (maintenance of a distribution matrix for this);
o follow-up and expediting of reviewing process;
o compilation of commented documents, preparation of transmittal sheets out and transmission back to contractor.
- To control the conformity of contractor-issued documents:
o using special tools to enable automatic control;
o commenting on conformity of documents to the Review Leader and rejecting documents when obliged to do so.
- To perform various other duties:
o to perfect his knowledge of procedures and specifications (and possibly suggesting improvements);
o to give support in the use of EDMS to the work package team;
o to check the progress of document production by contractor in coordination with the work package Schedule Engineer
o to provide the work package Project Control Leader with all relevant information needed for project reporting.

HSE RESPONSIBILITIES

 Comply with the Activities described within the HSE Management System
 Take reasonable care of own Health and Safety and that of Others who may be affected by their acts at work
 Know responsibilities to environmental issues in the work areas
 Each employee, at his level of responsibility, must observe all Company Rules, Procedures and instructions in the performance of his own task

As such his duties and areas of authority are:

 Follow HSE instructions given by Managers and supervisory personnel
 Assure of the safety of his work site before commencing work
 Take the necessary measures to avert immediate threat of danger
 Exercise such caution as is necessary to avoid danger to persons and installations or to avoid pollution
 Use tools, equipment and their safeguards correctly
 Use the provided means of personal protection correctly
 Leave the workplace behind correct and orderly, upon job completion – enforce the Company Clean Desk policy
 Report any anomaly, abnormal conditions and near miss to supervisor
 Participate actively in HSE meetings, safety talks, tool boxes, training sessions and drills
 Co-operate actively in the execution of the HSE plans

Authority to suspend activities when there is a potential or actual threat to human life, the installation or the environment, and notify forthwith the responsible supervisor

CONTEXT AND ENVIRONMENT

Absheron gas and condensate field is located offshore approximately 100km south of Baku, and 30km away from the Oil Rocks hub of SOCAR where EPS production will sent through a subsea pipeline.
Article 6.1 of the PSA states that SOCAR and TOTAL shall establish a non-profit joint Operating Company equally owned by SOCAR and TOTAL. JOCAP is since 1st August 2018 the Operating Company for the EPS and further phases if any.

Main challenges identified for the Fabrication Lead:

- Absheron EPS Project is a fast track project with aggressive planning until First Gas
- Absheron EPS Project is developed in a new entity (JOCAP) and all procedures/actions have to be created

ACCOUNTABILITY

To define and implement a strategy of documentation management from the beginning of the project until the documentation is handed over to Operations or Archives; and to develop a project EDMS (Electronic Documentation Management System).

QUALIFICATIONS / EXPERIENCE / SKILLS

- At least 10 years’ experience in Document Control activities in oil and gas industry.
- Document Controller preferably with an engineering qualification with experience in Electronic Data Management Systems ideally Documentum software.
- Previous experience in a major project environment and used to co-ordinating a multinational team of document controllers fluent in English (speaking and writing) with sound communication skills.

Interested applicants should submit their CV in English to joc-abd.hr@jocap.az

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