Project Documentation Coordinator Full Time

Role Purpose: To provide administrative support and negotiation management to Terminal Projects Section of Fuel Ops, Supply & Trading Department to ensure efficient and quality support services to its customers and ensure compliance with the Standard Operation Procedures of the section manner in accordance with EMARAT’s Standard Operating Procedures (SOP) and approved policies and procedures.

Responsibilities: 

1. Administrative Duties:

• Provides administrative assistance to Sections’ V.P. and engineers in preparing tenders, budgets, contracts, etc.
• Convene and attend meetings as per V.P. directives, take minutes and distributes accordingly, follows-up with relevant parties on action items.
• Regularly updating the status of the projects and the action points in coordination with engineers.
• Coordinates and prepares expenditure phasing of the projects and support in preparing close out documents upon completion of the project.
• Responsible for managing and overseeing the company’s documents, ensuring that they are organized, updated, and easily accessible. Also, maintains project files for records.

2. Negotiation Management:

• Create negotiations, upload tender documents, include appropriate tender conditions, terms of reference, instructions and arrange for releasing the tender through Oracle Fusion.
• Follow up on the negotiations progress and approvals. When required, create a new round of negotiations and maintain a complete record of each negotiation and its rounds.
• Evaluate commercial bids.
• Support, follow up with bidders if they encounter system challenges, ensure they are informed about deadlines, new rounds, other relevant updates and respond to bidders’ queries.
• Follow up and respond to tender committee comments and messages. Maintain a record and follow up their approvals.
• Plan and prepare for a negotiation meeting with vendors and ensure attendance of Tender committee members.
• Create purchase orders, contract document and variation orders in accordance with Emarat policies, procedures, and processes them for approval.
• Maintain an updated database on active negotiations and contracts.
• Ensures that all bid bonds, performance bonds, and insurances are valid during the life of the negotiation and contract and arrange with the procurement section for receiving, releasing, and safe keeping of bid bonds, performance bonds.

Qualifications:

• Knowledge of Microsoft Office Suite (Power point, excel etc.), Oracle Fusion cloud ERP.
• Diploma in business or equivalent
• A minimum of 4 years’ experience within Business Administration
• Excellent communication skills and fluent in Arabic and English
• Time management skill
• Strong interpersonal skill
• Strong Oracle Fusion knowledge
• UAE National preferred.