Job Title: Project Assistant for the HSE department
Location : Paris
Status : Resident
Start Date :
Duration : 6 month renewable
PREAMBLE
The specification defines the conditions the requirements for the subcontracting services related to the design and implementation of an Assistant for HSE Design engineer teams (around 15 persons) to be performed by the SUBCONTRACTOR on North Field South (NFS) LNG EPC Project.
OBJECT OF THE SUBCONTRACT
General conditions
Contract language: EnglishScope of the sub-contracting services
The SUBCONTRACTOR will perform the following tasks:Responsible for administrative assistance of the HSE Design engineers working on the project:
- Ensure adequate working environment for the teams (workstation, software ..) through coordination with Project Secretaries
- Organise moving of people (in and out) and ensure logistics (pens, papers, office materials orders) in coordination with Project or department head Secretaries
- Follow-up: vacation planning, installation/office organisation in the task force and removal, mobilisation sheet form completion, badge / floor access for residents and subcontractors…
- Organise and manage the documentation filing inside the task force (workbooks labelling, list etc.…)
- Archive the documents related to Process & HSE design at the end the project.
- Organise meetings
- Organise travels
- Organise collection, transmission and distribution of paper mails with department and projects secretaries
Assist the lead and deputy leads for the budget, planning of activities and other administratives activies:
- Maintain and follow-up, on a real time basis, with the input of the lead and deputy leads, the deliverables list
- Assist the lead and deputy lead in the set-up of the planning follow-up tool (Janus)
- Assist the lead and deputy lead in the population of the planning tool with issue dates (through Janus)
- Assist the lead and deputy lead in the population of the planning tool with reforecast dates (through Janus)
- Provide to Leads coming week/month look ahead
- Assist the lead and deputy lead in the set-up of the master document register and keep it up to date
- Assist the lead and deputy lead for the issuance of Minutes of Meetings
- Assist the lead and deputy lead booked manhours follow up
- Assist the engineers in Disciplines DataBase filing
- Assist the engineers to update the documentation with last templates available
- Properly file the client comments and TP answers in DDB on a real time basis
- Dispatch to the Leads concerned on a real time e-mails from Document Control (diffusion of notifications of deliverable, client comments…) and client comments follow-up
- Create and update on a real time basis the table of client comments follow-up
- Create and update on a real time basis the HSE reviews statistics table
- Create and update on a real time basis the HSED actions tracking table
Technical activities
- Establish the deliverables numbering according to Technip Energies and client rules
- Assist the team in follow up of the vendor documentation: dispatch of notifications to unit leads, print of drawings, consolidate inputs from leads to populate the vendor follow-up tool (Vendor DataBase)
- Assist the Deputies in following up the HSED drawings: transmission of the files, checking of the documents
- Organise with the project secretary the HSE Design reviews meetings
Reporting
- Prepare, with the input of the staffs, the weekly/monthly reports
REQUESTED QUALIFICATIONS
The services to be performed by The SUBCONTRACTOR require the following skills and experience:- Advanced knowledge of Microsoft office suites (Excel, Word, Powerpoint)
- Knowledge of databases management (Sharepoint, EDMS, GAIA….)
- Good communication
- Fluent English (writing of technical documents, minute of meeting, )
- Good relationship
PROCEDURES - METHODOLOGY
Project Procedures, the State of Art, as well as the Quality Procedures applicable to the relevant project, shall be implemented.Quality OF THE ISSUED DOCUMENTS
Documents issued by the SUBCONTRACTOR shall have the required quality according to above defined tasks, in particular:- Technical quality
- Content quality (in relation with information contained in documentation)
- All documents will be written in the contract language
