Record and Licenses Coordinator Puma Energy

Main Purpose:
The Records and Licenses Coordinator is expected to produce, review, control and negotiate a range of contractual documentation relating to the purchase, sale and storage of a variety of assets. This position is the custodian of all contracts, title deeds and any other documentation relating to the organization. Must follow established procedures and guidelines to accurately maintain the organization’s financial records and transactions and operates the document control system for the organization and assists other departments in processing documents in accordance with document control procedures, protocols and policies. Role scope of work includes the control of applicable taxes being paid on time. Perform a variety of accounting activities in accordance with accounting principles and standards to control the organization’s financial resources and ensure that it complies with all relevant regulations, laws, and reporting requirements. The position administers applicable systems or software that will ensure the safeguarding of all records and licenses effectively.

Knowledge Skills and Abilities, Key Responsibilities:

ROLES AND RESPONSIBILITIES:

1. Manages processes within the document life cycle (drawings, documents, work packs, reports, procedures, manuals, requests, licenses etc.) such as registering, tracking, retrieving, issuing, distributing and reporting upon document/drawing status in accordance with methods/procedures implemented.

2. Assists in the registering, collecting and receiving of documents and records related to the organization’s management from internal and external sources. This includes process such as identifying, adding to and updating of documents, records and licenses.

3. Ensures that documents (memos, procedures, work instructions etc.) are properly distributed to the appropriate users considering user privileges and restrictions for access including subcontractors and suppliers.

4. Ensures documents in circulation are updated; superseded and obsolete files are filed according to the document control procedures.

5. Ensures that documents are properly store/ retained to prevent damage and deterioration. An electronic file shall be retained as a backup and the retention of hard copies as according to the Document control procedures.

6. Maintains logs and transmittals to keep track of all document correspondences and transaction. Maintains and updates all document registers, and control of issue and receipt of all documents and licenses.

7. Liaises with the project team member for preparation of all technical submissions. Ensure all submissions are submitted in timely manner, appropriate approval/rejection are obtained and formally recorded and that changes and revisions are managed as part of document control process.

8. Collaborates with other departments on the timely submission of reports in compliance to regulations.

9. Conduct document audits in the organization to ensure that all files in circulation are active and current.

10. Maintains references, manuals, books, standards in the document control center.

11. Maintain and operate organization DC system or software

12. Compile documents required to comply with government agencies of Zambia.

13. Conduct presentations on the implementation of DC system and procedures.

14. Submits compliance documents to government agencies and execute DC procedures when handling and maintaining compliance documents.

15. Perform other related duties like QA auditing & other task as required to achieve the goals and objectives of the organization.

16. Compliance to HSEQ Employee Responsibilities herein;

HSEQ Employee Responsibility Statement

All employees are responsible for in the first instance for their own safety and to prevent Incidents. It is vital that there is a high regard by all employees on hazard identification and control before the hazard becomes an incident. It is therefore a requirement for all employees, regardless of position in the company to report all injuries and hazards to immediate supervising staff. All employees must know and uphold the Puma Energy International (PEI) Safety Policy and the PE Zambia HSEQ Policies.

1.2.2.4 ALL EMPLOYEES

As part of each employee’s legal and moral responsibility to PE Zambia, employees are to support management by:

Cooperating with the Company to enable compliance with any duty imposed upon them by law.
Using properly and effectively equipment designed to safeguard his / her well being
Being aware of factors or situations that may impact upon the quality of the product and service and the environment.
Following implicitly the Company’s Health, Safety & Environment Policy / Procedures / Work Instructions as communicated in writing or as instructions received orally
Comply with the Company’s procedures and the relevant legislation regarding the Injury Management process.
To formally report to their Manager any concern or incident / injury / non-conformance in any aspect of their work.
To formally report to their Manager or supervisor any hazard, practice or condition that will affect safety or production or the community.
All forms are completed as outlined in the procedures
Any discrepancies of goods / services received are to be addressed through the Non-Conformance procedures
All products are to be verified at appropriate stages as outlined in procedures and a record maintained.

SKILLS AND REQUIREMENTS:

Experience:

Associate or Bachelor’s degree.
1-3 years related experience in any of the following Document Control, Record and Document management, ISO and Quality assurance audit,

Skills:

Good interpersonal skills and able to communicate effectively with all levels of the organization
Self-starter, eager to learn and have strong communication skills to work with internal and external stakeholders.
Good analytical and problem solving skills
Good written and oral communication skills
Computer literate and proficient in Microsoft Word, Powerpoint, Excel for Windows and other Computer Skills as required.
Overall positive approach to work and great attitude.
Competencies:

Will work in an office environment, but is expected to be familiar with Puma Energy Zambia processes.
Knowledgeable of ISO standards and quality assurance audit will be an added advantage

Key Relationships and Department Overview:

Key Relationships:

Internal
Collaborates with Line Managers/Supervisors and employees
Collaborates with other Refinery groups/ Departments
External –
Collaborates with Downstream and other Puma Energy Business Units.
Assists contractors and suppliers
Collaborates with government and regulatory bodies