Assist the Site Contracts Engineer with the preparation of Contracting standards, documentation and procedures.
Perform general administration duties including filing (electronic and hardcopy) and logging all incoming and outgoing correspondence.
Perform commercial administration of on-site contracts in accordance with the contracts issued and company procedures.
Set-up and maintain project files in accordance with procedures.
Assist with the review and processing of Site instructions, claims, variations, progress payments for company approval.
Prepare and document all progress review meetings for all packages assigned.
Develop a proficiency in the use of the Contracts management tool, Omnicom.
Data entry and maintenance of the Contract Administration Database (Omnicom), in relation to relevant contracts.
Set up Meetings, prepare meeting rooms as required, compile team meeting minutes – format and distribute.
Maintain working email folder for incoming workload.
Maintain registers and documentation as required by the Contracts team and greater site team
Assist with all administrative services & support queries, issues, changes etc.
Receive incoming mail and documentation and arrange for its efficient redistribution;
Distribute received documentation to the intended recipients in the various project areas;
Ensure supplies are fully stocked in accordance with arranged times;
Receive and sign off deliveries from couriers ensuring quantities are accurate;
Ensure urgent deliveries are forwarded expeditiously
Ensure compliance with quality standards in all tasks
Maintain contact with Client and Contractors Engineers / Supervision and Construction Management for proactive resolution of HSE, schedule, quality and technical issues.
Conduct periodical site visits, verifying progress, quality and technical implementation of package requirements.
Advise construction management on HSE, schedule, quality, material and technical problems and solutions.
Assist with project co-ordination (between process engineering, drawing office, site, QA/QC, vendors, etc.)
Chair multi-discipline or multi-centre coordination/progress meetings
Prepare scope of work, and manage variation & control, including maintenance of scope of work and document packages
Prepare Site Instruction Approval Request Forms (SIARFs) and site instructions (SIs).
Support Contracts to evaluate and closeout contractors claims.
Support Cost control with remeasure of materials and other impacts to costs and quantities
Coordinate with Planning team and Contractor to develop and maintain construction schedules.
Monitor status of critical milestones (schedule).
Attend Contractor Lean Board meetings.
Organise the procurement of equipment, vendor packages, sub-contractors and suppliers
Track & follow up delivery dates of main equipment & materials
Track & follow up QA/QC compliance of main equipment & materials
Prepare requests and close out field purchasing of (extra) materials.
Identify the requirements for engineering input into specific procurement and construction contract packages
Co-ordinate the technical reviews of all construction contract packages
Assign priorities to Technical Queries (TQs) and Request for Information (RFIs) for each construction package
Support tender evaluation and adjudication of contract packages and vendor packages including bid clarification
Support contract award negotiation and kick-off meetings
Mobilization Scope of Work
Assist mobilisation team with the onboarding process for new employees
Work closely with Jacobs external Settlement Services provider for visa applications and passport collection
Assist in booking medical appointment bookings for local personnel
Update personnel folders and files in system
Provide assistance with personnel movements to the broader Admin team, HR team, liaising with Recruitment in regard to new personnel
Assist in the allocation of IT equipment for new starters
Make sure all tasks are reviewed and updated daily in the FreshDesk system and alert mobilisation team to any urgent tickets
Input IMS data, ensure SAP ID created timely and correctly
Assist in the payment of invoices to Finance
Book hotel and transport for temporary visitors
Assist accommodation issue on settle down of new comers
Carry out any other ad hoc duties including scanning, copying as required by the Mobilisation team
Recruitment Scope of Work
Scheduling of interviews with candidates and coordination of meeting schedules with hiring managers and the Recruiters
Reference checks of selected candidates
Recruitment database management of Taleo – Adding candidates, uploading documentation
Setting up Mongolian employee files on the server
Uploading advertisements and submitting via Jacobs website and Linked in
Translation of position descriptions from English to Mongolian
Onboarding of new employees i.e. collation of all documentation
Organise signing & stamping of all required Personnel documentation including but not limited to Letter of Intents
Weekly auditing of the employee personnel folders and any updates required to JESI, Finance etc.
Scanning, printing and other ad-hoc Recruitment administrative duties
Maintain effective administrative processes to provide adequate financial information to satisfy statutory and management accounting/analysis information and reporting requirements;
Administer the cost control systems;
Maintain registers and documentation as required by the Cost Manager
Put in place processes to ensure integrity of data;
Provide financial/administrative support to the Cost Team;
Maintain cost work instructions;
Assist with compiling and preparing reports;
Maintaining the cost register and meeting with the client to obtain/provide information as requested by the Cost Team;
Contribute to the continuous improvement processes of the business, working with other members of staff to achieved the required goals and objectives;
Maintain & foster relationships & contacts;
Develop team & individual competence;
Special projects as directed by the Cost Control Team;
Ensure compliance with quality standards in all tasks;
Ensure QA checks for data formatting and conformance to client requirements;
Organise meetings and meeting room bookings;
Take meeting minutes and provide translation at the direction of the Cost Manager;
Ad-hoc duties as requested by the Cost Manager/Cost Team.
Document Control Management
Capital Appropriation Request /CAR/ approval circulation, once approved internally send OT for approval and CAR log / folder update once approved
Before submission the CAR, Signing Authority Matrix /DFA/ correction in PDF file
Project Change Notiece /PCN/ Log update for approved PCN
Update Rejected/Dispute PCN Log and the hard copies in the binder.
Assign new PCN number as requested by team member. Register in the PCN Log.
PCN approval circulation, once approved by internally send to OT for approval
Get OT PCN number for TICUM and BUDGET Transfer PCN’s and send it back to relevant cost engineers for PCN update
PCN DFA correction, check area manager and replace correct names to submit for OT
PCN folder update to Z drive once approved by OT
Send the Log to OT on end of business day of Friday. (OT weekly Summary)
Omnicom update for CAR amount and add new approved cars and record committed amount
Omnicom report for every Friday, download all reports from Omnicom and send it to Project Controls members (OT Pay Item report- Get it from OT, Omnicom master report, PPC report, Variation report, Contract by Pay item report)
Progress Management Analyst manages all costs relating to the engineering works of the project in conjunction with the Contracts team. Minimise te costs of the project and enhance the value for money while still achieving the the required standard and quality of the project.
Price/forecast the cost of the different materials needed for the project
Prepare tender documents, contracts, budgets, bills of quantities and other documentation
Track changes to the design and/or construction work and adjusting budget projections accordingly
Procure or agree the services of contractors and/or subcontractors who work on the construction of the project
Measure and value the work done on site
Liaise with the client and other construction professionals, such as site manager, project managers and site engineers
Select and/or source construction materials
Undertake cost analysis or project work
Perform risk, value management and cost control
Advise on procurement strategy
Ensure HSE records are maintained in accordance with project documentation requirements;
Maintain an active presence on site for majority of daily construction activities.
Assist the HSE Manager and Area Construction Managers in the timely resolution of HSE issues and concerns;
Seek to continually improve HSE management system processes, policies, procedures and systems;
Verify compliance of construction activities with local regulatory requirements and OT HSE standards;
Review, with key stakeholders, any contractor Safe Work Method Statements, JHAs or contractor risk assessments relating to the construction activities.
Participate, and lead if necessary, planned and ad hoc risk assessments, especially for critical risk activities;
Coach CM team members and contractors on critical risk management requirements and conduct of critical risk control verifications.
Regularly liaise/ communicate and consult with key stakeholders on HSE performance of contractors;
Ensure suitable records of contractor HSE performance are maintained;
Actively engage with Works Contractors HSE team members on Project HSE expectations;
Ensure the OT incident management processes are fully implemented by works contractors (i.e.injury management, incident investigation, action management, and reporting);
Provide assurance over HSE aspects of the project and the compliance of Contractors against HSE expectations.
Monitor compliance with project HSE standards;
Prepare, issue and maintain HSE records and data as required;
Assist with risk assessments and JHA's, including working with contractor teams to reduce / eliminate risks associated with tasks;
Assist line managers with incident reports and investigations to support risk reduction efforts;
Participate in Audits and inspections, to ensure compliance with OT HSE standards and relevant legislation in assigned areas.
Work with EPCM and Works Contractor personnel to ascertain training needs for OT site and schedule training sessions accordingly
Engage approved external training providers and coordinate the delivery of training or verification of competency by these organisations
Update training database with completed training information on a timely basis
Prepare training materials for courses as required
Track and monitor participant attendance
Gather information for Quality and other Audits
Ensure compliance with quality standards in all tasks
Where relevant, supervise and monitor the activities of the Training Administrator; ensuring work is successfully accomplished and providing guidance as necessary.
Delegate responsibilities to other during R&R and when on leave
Maintain, monitor and report on the project training budget
Generate monthly reporting on various training metrics and statistics;
Arrange site flights in accordance with sit flight procedure, roster schedule,
Arrange site accommodation, inductions. Assist with the arrival and departure of visitors to site.
Travel administration including data entry into the travel and administration systems and reports
Provide support in vendor representatives mobilisation process and ensure compliance, take necessary actions.
Manage urgent flight changes and cancellations which can sometimes occur outside of normal work hours.
Arrange ground transport to/from the airport.
Roster Management: Maintain the site roster file accurate and up to date
Provide updates to relevant departments with regards to personnel movements to/from site.
Provide assistance with personnel movements to the Mobilisation and Travel team.
Carry out any other ad hoc duties as required by the Mobilisation, Travel, Human Resources team / areas
Provide travellers with Site flight manifests, and any changes of information on the Site travel arrangements in a timely manner for avoiding No Show occurrence.
Provide information /data to support site HR team as required.
Prepare reports and lists as required by your reporting manager.
Monitor, maintain & update HR (HRIS) system, database, procedures, practices and processes;
Perform orientations, on boarding and update records with new hires
Assist supervisors in performance management procedures
Assist with research and investigations and preparation of submissions relating to ER/HR incidents on the project;
Implement and update HR/ER policies as appropriate;
Respond to internal and external HR related inquiries or requests and provide assistance;
Produce and submit reports on general HR activity;
Support other functions as assigned;
Provide assistance in developing and allocations of Field Inspection Check sheet (FICs).
Gain a working knowledge of the Orbit system. Assist with infield resolution of technical queries.
Obtain and respond to internal queries form design offices and filed engineering design team.
Asist in the preparation of construction work packs.
Assist in compiling as built drawing packs for back drafting and handover to client.
MS office at advance level.
In conjunction with the project team maintain good relations with statutory authorities, local companies adjacent to the site and client representatives.
Assist to resolve discrepancies with regards to MOCs and Tie-in documentation.
Develop advance knowledge of JPI.
Develop advance knowledge of Orbit.