Resume - Document Control and Records Management, Contracts Management, Supervisory and o...

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Resume #88307

CONTACT INFORMATION:
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QUALIFICATIONS:
- Grade 12 and Organisation & Work Study Diploma - (Wits Technicon);
- Certificate Programme in Principles for Business andManagement - (Wits Graduate School of Business Administration);
- BA – Business Administration - 2008
-Kingston 1-Yr Certificate in GIS through NMMU - 2008

TRAINING

EXTERNAL COURSES:

- Business Analyst Training Programme – UNISA (1985)
- IMM (Integrated Materials Management) –
- BESA (Business Enterprises South Africa) - Mastering Small Business (1986)
- Planning and Budgeting (1989)
- DTP Layout and Design course - Pagemaker
- Project Management Learnership (2005/2006)
- Introduction to Environmental Auditing course (2006)
- Service Excellence training (2006)
- Implementing Integrated Management Systems ISO 9001:2000,
ISO 14001:2004 and OHSAS 18001:1999 – North West University (2007)
- Investment in Excellence – QSI (Quality Strategy Int). David Crafford. (2007)
- Statistical Methods for O & W
- Quality Champions Int. Auditing Course – QSI (2007)
- First Aid Course (2007)
- Basic SHE Inspection Course – NOSA (2008)
- SHE Representative legislation course – NOSA (2008)
- Advanced Archiving course (2008)

INTERNAL COURSES:

- Facilitating and Problem solving,
- St. John's First Aid Courses – up to Advanced level
- Nominal Group Technique (1985)
- Supervisory courses for Supervisors I & II
- Team Building
- Interviewing technique course
- Eskom Organisational and basic financial aspects within the
Organisation (1989)
- Accounting Procedures for non-financial managers
- "Effective Writing for Executives"

COMPUTER LITERACY: - SAP R/3 PM/MM; SAP 4.6
- MS Office Word, Excel, P/Point, MSWord, Access
MS Project, Voloview for viewing CAD drawings, Pagemaker,Coreldraw.
- GIS Archview w.r.t. subsea and oil rig data, zone layout on CAD drawings.
- Working knowledge of Primavera.
- Introduction to ARCGIS 1 by ESRI Education Services
– NMM University PE (2006)
- ECM Documentum and Oracle implementation / Administrator (2007)

WORK HISTORY:
Coega Development Corporation, Port Elizabeth
Document Control & Records Management Officer / Contracts Administration

2 Aug 2004 – to date

-Manage contracts and other legal documentation for the organisation by means of recording all contract data, verifying all legal requirements are met. Liaise with vendors, suppliers and contractors on a regular basis. Negotiate the terms and conditions in contracts and ensuring compliance thereof, as well as documenting and agreeing any changes that may arise. Exercise CLM (Contract lifecycle management) to the best of my ability. Software that assists me in this effort is ECM Documentum, Oracle and MS Office.
-Establish and manage Project Management related processes by following best PM practices and procedures including information management and control, both on computerised system as well as on Intranet and implementing these within the organisation.
-Since 1 March 2007 part of a SHEQ (Safety Health Environment & Quality) team and assisted in Developing an EDMS (Electronic Document Management System) that is based on Documentum and Oracle.
-Supervision of 4 Interns directly, and a number of PA's functionally to implement new Oracle based filing system in the Coega Development Corporation
-Ensure efficient recording, retrieving and back-ups of key documentation.
-Ensure latest Procedures, Standards and Guidelines are in place.
- Liaise with Consultants to establish correct reporting formats w.r.t. Transmittals, documentation, ensuring by means of ARCGIS that CAD Drawings are in compliance with
CDC Standards.
-Provide in-task training and guidance in use and application of new system, ensuring that it is implemented consistently and effectively throughout the organisation.
- Manage off-site storage facility by liaising with SABS, Lexis-Nexis and other authorities on retention periods for various documentation and ensuring that archived material is stored cost effectively and efficiently (destroy dates, easy retrieval).
- Carry out, as part of an internal audit team, SHEQ quality audits throughout the organisation (Quarterly basis) and report in writing on findings, ensuring that NCR's (Non-Conformance Reports) are completed.

Technip SA, Secunda
Document Control Officer

19 April 2004 – 30 July 2004

- My duty as Document Control Officer for this project was to establish and maintain an electronic and hardcopy filing system from commencement of project.
- Ensure that all Project related documentation and drawings are recorded with cross references where applicable for quick finding of the latest, valid drawings.
-Ensure that Transmittals for all incoming/outgoing letters, faxes and project related documentation is prepared and recorded with appropriate tractable copies.
- Arrange for copies of drawings and documents to be made as and when required by
Contractors and Project Managers.
- Supervision of staff.

Reason for leaving: Was offered a permanent position with Coega Development Corp.

PetroSA, Mossel bay
Assistant Planner, Plant Maintenance

20 November 2003 – 30 16 April 2004
- Create/change/delete maintenance Task lists.
- Create Notifications for new work and breakdowns.
- Print jobcards and distribute. Record completed jobcards to monitor work progress.
- Run various printouts on a daily basis in order to allocate and print jobcards for the various Foremen.
- Change Work Centres and other Maintenance data.
- Create/change Equipments
- Create/change Function locations and link the above.
- Verify jobcards against invoices to ensure actual work was carried out before authorising/loading payment onto the SAP system.

Reason for leaving: End of contract.

SA Five Engineering, Mossel bay
Document Controller

7 April 2003 – 30 October 2003

- Established and maintained an electronic and hardcopy filing system from start of project.
- Ensures that all Project related documentation and Isometrics, Drawings and As-Built drawings are recorded with cross references where applicable for quick finding.
- Maintain and report on Piping tracking register as project progresses.
- Forms design as and when the need arises.
- Liaise with suppliers for stationery and other issues e.g. sanitary requirements, pest control,stationery and repair/maintenance of Photocopy machine, printers, etc.
- Ensures that Transmittals for all incoming/outgoing letters, faxes and project related documentation is prepared and recorded with appropriate tractable copies and contains the necessary signatures.
- Arrange for certified copies of drawings and documents to be made as and when required by Contractors and Project Managers and that Master copies are always kept in a safe location.
- Maintained and updated Standards, Procedures and Guidelines related to Project.
- Supervision of Receptionist and Clerk and ensuring quality of work and accurate records maintained throughout contract period.
- Kept record of fuel account for different vehicles and equipment on site.

Reason for leaving: End of contract

SA Five Engineering, Cape Town
Assistant Planner on the FPSO Glasdowr project

2 May 2002 – 5 April 2003

-Estimate man hours from Isometrics by interpreting technical drawings, allocating norms and calculating planned duration.
-Do material take-offs from isometrics for ordering of material.
-Create database of isometrics, structural drawings and jobcards.
-Maintain electronic registers i.r.o. structural, piping, E&I, secondary steel, HVAC and mechanical work.
-Create and maintain document control system for Structural drawings, piping iso's and progress reports.
-Turn out specific spreadsheets for Supervisors w.r.t. work to be carried out and supply relevant drawings and jobcards necessary for the work at hand.
-Capture progress on jobs, referring to P3 Plan.
-Create reports as required.
-Maintain register of Site instructions by identifying and locating drawing numbers system numbers, workpack numbers, and relevant documentation for inclusion of estimated hrs in P3.
-Documentation Control function i.e. update and maintain filing and electronic system for Isometrics, Drawings, timesheets, procedures, norms, standards, jobcards, Site instructions and progress sheets. Assisted with Certification documentation.

Reason for leaving: End of Contract

MOSSGAS – Planner Assistant (Offshore)
Sept 1999 to 20 March 2002

Part of a team consisting of Senior Planner and Engineers/Technicians (Onshore and Offshore) regarding all aspects of SAP R/3 PM:-
-Maintain/change/create masterdata on SAP,
-Schedule maint. work, start Maint. plans,
-Create/change Equipment, WorkOrders, Notifications, Funct. locations; Std Text, Procedures, BOM's
-General assistance, i.e. data capture on Microsoft Access, Microsoft Schedule, typing procedures, guidelines and training manuals, etc. for Offshore Safety training.
-Complete ATS (Addition To Stock) forms by referring to the INTERMAT system on SAP and check SAP material master records to avoid duplication.

Assistant to Subsea Engineer:-
-GIS mapping of data,
-E-M well information, latitudes/longitude data, quick reference spreadsheets by referring to various files with information submitted by Drilling companies and geologist.
-Assisted with creating Isometrics and pipeline drawings.

MOSSGAS SAP End User (Refinery)
19 March 99 –30 August 99

-Part of the BPI (Business Productivity Improvement) Team;
-perform admin/PA duties and assist with compilation of Training Modules.
-Updated data basis spreadsheets in EXCEL in respect of F/Locs before final switchover.
-Change Standard Text on SAP R/3, inserting short texts, etc. before implementing.
-Attended some of the courses e.g. Reporting in SAP R/3, STT training and refreshers in Word/Excel 98.

Shutdown:-
-assisted with updating of tasklists for shutdown, Inter-task rel. linking, adding settlement rules,
-creating/changing/linking maintenance plans, start/stop maint. Plans; Adding work centres, cost centres, etc.; Create/print/ release complete work orders after confirmation.
-Extracting various reports from SAP.
-Monthly budget reporting for Offshore department, update spreadsheets and prepare slideshow in PowerPoint.
-Acquire data regarding completed jobs for insurance purposes: retrieve orders, spreadsheet with materials, costs, etc.

MOSSGAS - Secretary / SAP R3 End User (Refinery)

17 June 97 – 30 May 98

PA to the Div. Manager, Planning Department.
-Translate and type training manuals for the Planning Department.
-Scheduling
-Updated tasklists for shutdown, Inter task relationship linking, add settlement rules, creating/changing/link/start/stop maint. Plans
-Create/print/ release/complete workorders after confirmation.
-Extract reports from SAP
-Typing of daily shutdown report and after shutdown "post-mortem" report. Assist with accommodation and travel arrangements for overtime workers.
-Assist with Warehouse management stocktaking/ stock counting on several week ends by adding/ changing stock counts and printing results.

ESKOM (ELECTRICITY SUPPLY COMMISSION -JHB DISTRIBUTOR)
9 October '79 – 30 November '94 (15yrs+) Career path developed as follows:-

Head of Department 1984 - 1994
Work Study Officer/Business Analyst
(covered all departments) 1981 - 1984
O & W Assistant (Planning dept.) 1980 - 1981
Senior Clerk (HR recruiting/advertising/personnel admin.) 1980
Receptionist (HR recruiting) 1979
Work Study/ Business Analyst exposure:-
travelled the country for periods of up to 3 weeks at a time. My work extended to all the disciplines i.e.. Finance, Commercial, Planning, Engineering, HR, IT & Office Services as well as the Distribution and Power stations, (analysing existing systems/processes/procedures, recommending more effective ways of working towards cost saving/improved productivity, established staffing needs with the help of work measurement and time studies.

Supervisory exposure:-
-performance appraisals, identifying training needs and potential for further development;
-developing and training of 29 staff members, budget preparation, monitoring and control; verifying payments;
-Responsible for 3 Cost Centres w.r.t. Budget planning & control.

Financial experience:
-"age analysis", stats interpretation and processing reports
-compiling financial reports
-Implementing new / updated systems.

Human Resources:
-Recruiting, assistance with psychometric testing, interviewing of prospective applicants and making recommendations for appointment / rejection, salary assessments,
-Advertising (writing up adverts) for placement in the Media.

Desktop Publishing Layout & Design: DTP duties pertaining to business forms design and layout, business cards, for busy in-house printing concern. Allocating/control of form numbers, budget and cost control for printing concern.

Acted as Secretary for the Job Evaluation Committee and prepared valuation packs, wrote Job Descriptions and carried out time studies and activity sampling to make recommendations for additional staff.

Resigned when we planned to relocate to the Western Cape Province and I was unable to obtain a transfer.

O & W investigations carried out:
-Integrated Electronic Filing system for Eskom's Jhb Distributor area.
-Staffing needs.
-Upgrading of system at Simmerpan Distr. Test & Telecomms Control centre
-Job Descriptions for Evaluation purposes.
-Various offices layout and design.
-Feasibility of Privatisation of Printing facility.
-Rationalisation of staff.
-Assets Register for all furniture and equipment.
-Sale of Surplus furniture and equipment.
-Functional Organisation Structures and Organograms for Region.

SAFARI MOTOR ENGINEERING - Admin Manager and Co-owner of business
3 January '95 – 30 May '97

(Established and implemented an admin-, financial and stores infra structure for a new business). Established client basis and seeking new clientele. We sold the business when we got divorced.

WORK REFERENCES:

MOSSGAS/PetroSA Colin Barclay Tel: +2744 606-6100

PetroSA Johan Kriek Tel: +2782 538 3593

Coega Development
Corporation, PE Hennie van der Kolf Tel: +2741 507-9006

A bit more about myself:

I have a flair for detail, am a meticulous worker who consistently strive towards giving my best. My dedication and ability to apply my initiative both individually as well as part of a team has always placed me in a very favourable position wherever I worked.
I have the ability to act as mentor to junior employees and students and currently, that forms an important part of my duties, namely to impart knowledge and skills to interns and those who might require those skills.

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