Job Title:
Contracts Assistant / Administrative Clerk – Contracts Division
Primary Purpose of the Job:
To assist the Contracts Division in the day-to-day activities related to general and contract administration by providing clerical and typing support. Responsibilities include preparing, typing, and reviewing tender and contract documents, correspondence, standard letters, memos, and faxes. Additionally, handling the receiving, photocopying, faxing, and proper distribution of documents and correspondence is required.
The role also involves updating contract files (both physical and electronic), data entry into SAP, full responsibility for e-filing, tracking, and retrieving documents, and maintaining quality control of documentation. Regular communication with contractors, third parties, and occasional direct contact with the Assistant Manager of Contracts is expected.
Key Responsibilities:
- Typing tender documents, contract documents, letters, memos, and other related correspondence accurately and professionally.
- Receiving documents from various parties, making copies, faxing, dispatching, and ensuring correct internal and external distribution.
- Proofreading and ensuring accuracy of documents sent to sponsoring departments, contractors, third parties, and tender committees.
- Regularly updating contract files, both hard copy and electronic versions, including maintaining a proper file index.
- Performing SAP data entry related to contract management activities.
- Managing full e-filing responsibilities: organizing, tracking, and retrieving documents efficiently.
- Communicating with contractors, external parties, and assisting the Assistant Manager Contracts when necessary.
- Performing regular quality control checks on files and documentation systems.
Required Experience and Skills:
- Minimum of 4 years’ experience in clerical/administrative roles.
- Preferably at least 2 years’ experience in the Oil & Gas industry.
- Strong written and verbal communication skills in English.
- Excellent typing skills and proficiency in using computer systems and software such as MS Word, Excel, and PowerPoint.
Educational Qualifications:
- Minimum requirement: Completion of secondary school education (12 years).
- An undergraduate degree is preferred but not mandatory.
Summary: This role requires a highly organized, detail-oriented individual who can manage high volumes of documentation accurately and efficiently. Strong computer skills, the ability to maintain confidentiality, professionalism in communication, and the capacity to perform well under pressure are essential for success.
