JOB PURPOSE Executes the management strategy at PGSSB, in alignment with PGSSB's established policies, standards, goals and objectives. Supports plant reliability with a strong sense of responsibility and commitment within a team.
KEY ACCOUNTABILITIES 1. Document Management Manage organizational documentation through the document life cycle.Manage documents and records across departments, ensure all documents are up-to-date and easily accessible.Work with in-house departments to identify and investigate the need for documents of various types.Manage digital records system and notify personnel of updated document versions and how to access them.Ensure all documents and files have the appropriate document management version control protocols in place.Analyzes and controls all documentation related to business activities within contractual requirements and Company procedure (including confidentiality).Handles and registers all outgoing and incoming transmittal according to sustainability document control procedure.Collects information for reports, prepare and issue as directed periodical work report as required by internal stakeholders.Ensure the security, accessibility, and proper distribution of organizational documents.Plan and conduct meetings and presentations related to document management.Able to create document fixed formats for templates.Maintain updated records of all approved documents and their distribution clearly.Work with all departments to put and place a Management of Records system to compliment the Document Management system and meet the Project team requirement.Controlling the forms used to record data onto records and ensuring the records stay controlled as they are used, stored, and preserved.Shall be responsible for all duties necessary to create, edit, review, upload, copy, scan etc, to ensure Document Management is functional and successful.Manage the coordination and hand back documentation to the client/user.Represent the Company document management working groups.Undertake any other ad hoc duties assigned by the HOD/Management. 2. ISO Compliance Ensure all documentations adheres to ISO standards and company procedures.Develop, implement and manage document control procedures and protocols to ensure compliance with ISO standard.Implement and maintain iso-related processes and system.Preparation of Monthly Management Meeting minutes and ISO Management Review Meeting minutesPreparation & arrangement for ISO Internal and External Audits.Train staff on document control processes and ISO standards. Provide support for documentation-related queries and issues. 3. Secretarial / Administrative Responsibility to providing the necessary support by offering a complete secretarial and administrative support service and general office duties of a responsible and confidential nature. This is including first point of contact direction, time management, correspondence disposition, and resolution.Performs all secretarial tasks, including transcribing and proofreading confidential correspondence, preparing reports and minutes of meetings, scheduling appointments and maintaining confidential files and other material.Maintains calendar of appointments, ensuring the boss is apprised of all appointments and changes as well as matters requiring immediate attention.Coordinates all travel arrangements for all level of employees, including General Manager.To assist in any ad-hoc duties assigned by the General Manager and HR & Admin Department for non-P&C matter.Provide clerical and administrative support to HRA Head. 4. Training and Development Assist department in developing, designing, and conducting training program for trainees to achieve company's goals.Collaborate with department heads to align training programs with business objectives.Liaise with relevant authority in relation to training matters.Manage HRDC claims of all applicable development programs and ensure they are claimed in timely manner. 5. Mindset, Behaviour and Culture Adhere and be guided will all the code of conduct and business ethics policies from Shareholder's company.Possesses a high sense of commitment, ownership, integrity, and loyalty that contributes to PGSSB's operational excellence. KEY INTERFACES General ManagerPGSSB Head of HSSEPGSSB Head of HR & AdminPGSSB Head of FinancePGSSB Head of TechnicalStatutory AgenciesTraining ProviderCustomers REQUIRED QUALIFICATIONS, EXPERIENCE, SKILLS & BEHAVIOURS Bachelor's degree in Business Administration or related disciplineMinimum 5 years working experience in a manufacturing organization.
SKILLS FlexibilityProfessionalComputer LiterateEffective Communication CRITICAL BEHAVIOURS PassionateDisciplineAble to handle stress and work pressureAble to work in a team