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  • Job reference: RMS0163874

Project Support Coordinator

  • Sector: Oil & Gas
  • Location: Baku
  • Job type: Contract
  • Date posted: 07/01/2016
This vacancy has now been filled.

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The Role:
Only candidates who already have the rights to work in Azerbaijan will be considered for this role


• Understanding of the Construction Process / Performance Measurement & Project Control
• Ability to work with a team of mixed-experience, mixed-nationality personnel
• Support the Project Leadership to achieve business objectives
• Advanced communication skills (oral & written) in English language
• Ability to work under own initiative under minimum supervision
• Ability to prioritise work to meet project deadlines
• Good inter-personal skills and behaviours (communication)
• Ability to produce good quality written reports and presentations, advanced experience, knowledge a requirement
• Ability to communicate clarity from complexity.
• Computer literacy proficient, advanced experience in MS Office Applications (mainly Excel, PowerPoint)
• Good presentation skills, ability to display technical data in a stylish form
• Experience in the use of planning software (Primavera, Microsoft Project) is an advantage

Demonstrable track record of experience and accountabilities, relevant to the Role & Responsibility description, gained on comparable large-scale (preferably) onshore oil & gas projects, or power plants:
• 3-5 years’ experience in major construction projects (reporting, project control)
• Construction-related technical reporting, performance & progress control experience on oil & gas projects.
• Experience working with large international contractor organisations.
• Experience interfacing and working together with contractor’s project services and functional teams.
• Experience with reviewing contractor’s progress measurement and reporting.
• Track record of responsibility for execution and delivery of solutions in a team context.
• High level of self-motivation, confidence and ability to challenge existing paradigms and introduce innovative ideas into the project strategy.
• Experience performing effectively in a multi-disciplinary, multi-cultural environment

• Coordination and administration of the project’s Action Tracking, Management of Change & Risk Management systems including quality assurance, data and performance management.
• Provide support and training to end users including coaching on the associated Procedures with guidance and support from the Central Change and Risk Lead
• Assist in expediting actions, risks and changes through the system
• Provide accurate performance management reporting and analysis on a Delivery Team basis including supporting all Project Services’ related reporting (ie Cost, Planning & Resources) and E,P & C reporting
• Assist Delivery Team with change, risk and PGM-led activities including performance management meetings
• Act as local PMCS, iHub (SharePoint Collaboration Site) and OMS Super User
• Maintain the Delivery Team’s iHub collaboration area on iHub
• Provide regular introductory sessions on the toolsets and core Project Support processes to new hires
• Provide active participation in the future Project implementation of systems, registers and databases.
• Assist in the development and upkeep of the common strategies and procedures.
Main Activities – Supplementary Information
Action Tracking
• Act as local super user of PMCS; providing training and coaching to users, updating action target dates and owners in line with AT Procedure
• Monitoring action tracking for specific actions assigned to users within their Delivery Team, and supporting users as necessary in on-time completion and quality of actions (SMART).
• Provide Action Tracking reports to PGM and Delivery Managers as required. Typically this will include progress reports on HAZOP, PHSSER, RAP actions etc.
• Performance management and assurance of Action Tracking Procedure.
• Revert any queries to central AT Administrator

Management of Change
• Provide coaching and assurance on the MoC process and use of PACN, MoC and the PMCS MoC Module.
• Assist team members in completing and progressing PACNs and MoCs including assisting MoC Owners to record implementation actions following the approval of a change, and tracking action status and closure of MoC
• Assist Change Coordinator in quality assuring completed MoCs and expediting through the review period
• Providing Change reports to PGM and Delivery Managers as required.
• Performance management and assurance of MoC Procedure.
• Supporting PGM Change Meetings
• Revert any queries to central Change Lead

Risk Management
• Provide coaching and assurance on the PMCS Risk Module to Risk Owners
• Assist PGM, Delivery Leads and Risk Engineers with risk activities and PMCS updates.
• Provide PMCS risk reports to support monthly Tier 3 (Delivery) and Tier 2 (PGM) risk reviews
• Performance management and assurance of Risk Management Plan
• Supporting PGM Risk Meetings
• Revert any queries and assurance issues to central Risk Lead (Michael Duckett)

Performance Management / Management Information
• Support PSTL/PSM in providing, preparing and compiling high quality MI for Delivery Team / PGM / VP performance management packs including but not limited to:
- PLT Slide Pack compilation
- Monthly Partner Progress Report
- Weekly GPO Report – assist in draft preparation / data collection
- Weekly Progress Dashboards for Engineering, Procurement, Construction, Commissioning etc
- Special Progress Status Presentations (i.e. for VIP Site Visits, EMPR)
- MCE / MCS Presentation
• Quality Assurance of Delivery Team / Contractor data inputs and reports ensuring consistency in formatting, standardisation and client /Project brand awareness
• Maintaining effectiveness of reports, ensuring relevance and clarity of information

Project Tool Support
• Act a local PMCS Super User including; processing requests for additional module access, coaching users and offering 1-2-1 support in use of all modules, running reports and building filters
• Act as local iHub Super User to assist PGM / Delivery Team in maintaining collaborative workspaces on iHub including; creating & maintaining collaboration sites, document libraries, photo libraries, calendars & Lists, adding and managing user permissions, ensuring all sites have current site owners, general support for base location users including call logging with relevant helpdesks
• Act as local OMS Super User including; helping new users set up their Preferences, coaching users in how to utilise OMS Navigator and create their Workbench

Project Support Induction
• As applicable ensure new starts have been granted access to iHub and PMCS Action Tracking System (managed Centrally)
• As applicable provide regular introductory training session on PMCS, iHub, OMS, Action Tracking, MoC, and RM to new hires (using Centrally prepared training pack)
• Provide more detailed MoC & Risk Management training as required (using Centrally prepared training packs)

Essential Skills / Qualifications:
• University degree in an engineering (or similar) discipline (preferably Civil, Mechanical or Electrical Engineering)
• Project Management Certificate of advantage or equivalent Oil & Gas qualification.
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