Job Specific Accountabilities

• Maintaining files and records for Direct hired employees
• Maintain leave records of contractors.
• Center of contact during the Emergency Exercises, Muster Drills, Persons On Board (POB Headcounts & identifying and reporting in the Control Room of any anomalies in POB.
• Attending & answering phone calls and e-mails time to time.
• Make chopper reservations through OPTIMA System for all incoming and outgoing personnel and lo in the log book for record and follow-up purpose.
• Arrange Room Allocation for arriving personnel and distribution of T-Cards for short term visit and on board stay.
• Reception of incoming passengers and entering their data in the database, conduct brief familiarization tours for new arrivals/visitors, direct them to relevant department/locations and give general information.
• Provides resident movement list / Room change list day by day to Accommodation Supervisor / House Keeping Supervisor for room / bed arrangements.
• Liaise with Helicopter Co-ordinators for all personnel movements in and out.
• Coordinate with Logistics Supervisor for Personnel infield movements.
• Liaise with site HSE Engineer for HSE inductions for all new comers.
• Liaise with site Planning Engineer / Site Team Leader for the site visit approvals.
• Acts as Evacuation Co-ordinator in an Emergency Evacuation Drill / Exercise as and when conducted.
• Preparation of Daily reports in Excel and word format (Chopper booking manifest and daily personnel movement list)
• Liaises with Site Security Police Officer regarding security pass expiry of all personnel.
• Arrange Hotel accommodation and Transportation for arriving and departing personnel, course and duty.
• Giving supports and assistance for Chopper booking for work boats and Marine vessels (ESNAD950/Zakher victory/MV Azzam).
• Routine Checking of T-Cards against the POB (Person on board) on daily basis.
• in the event of Emergency drill, search the missing personnel room by room with the emergency team.
• In addition to above, we support NASR field crews for their chopper booking, leave management and hotel booking.
• Liaise with HR Department regarding direct hire leave issues, Personal issues, Medical issues,Absence etc.
• Arrange accommodation at Das Island or Barges during the non-availability of accommodation at Umm Shaif.
• Prepares Monthly Population status reports, Man-hours reports and Catering break-down reports.
• Prepare stationary requisitions in MAXIMO.
• Coordinate with Store Clerk regarding receipts and distribution of office stationary and supplies.
• Arrange banking service for site personnel on weekly basis.
• Maintaining the installed printing devices on the different locations in regards with cartridges re-filling, cleaning etc. and call the technician in case of malfunction or repair
• Registering and filing of all direct hire and contractors leave forms.
• Prepare security pass renewal intimation to all Direct hire personnel time to time and apply thru eQform for its renewal and follow-up with Documentation section for its delivery to site or to Al Bateen Airport.
• Entry of Security pass, Medical Fitness certificate and Sea Survival certificate in Optima system for its renewal and follow-up with Documentation section for its delivery.
• Arrange Letter of Assistance (LOA) for contractors thru eQform system for the issuance of security pass.
• Apply for security clearance for Contracted staff thru eQform.
• Co-ordinate with Manpower Contractors in connection with security pass, medical and security clearance issues.
• On the different occasions, organize the events and ceremonies etc.
• Photographing in Plant and other areas as per instruction by Management.
• Arranging Port pass for our crew staying in the Boat.