Job Title: Document Controls Manager
Req. #: 31734
Location: Lagos, Nigeria
Organisation: WorleyParsons Nigeria
Job Type: Full-time
Advertising Category: Procurement
Job Description:
• Establish initial contact with vendor/original equipment manufacturer (OEM) to ascertain vendor's acknowledgement of purchase order, understanding of all deliverables and his commitment to the delivery date.
• Obtain production schedule, supplier data register, Weight & Dimension, confirmation of sub-purchase order placement with third party manufacturer/supplier.
• Ensure vendor submits ALL relevant supplier data at every stages of fabrication (for inter-discipline checks and approval) in accordance with the requirements of section IIIA of engineering purchase orders.
• Maintain regular telephone & e-mail contacts with vendor/OEM to verify status of purchase order. Request for and obtain weekly progress report to ascertain the actual status of fabrication vis-à-vis the production schedule to ensure adherence and possible avoidance of slippage.
• Develop fabrication shop visits schedule & embarks on such visits for on-the-spot assessment of the various stages & status of production.
• Interface with Document Control, Engineering & QA/QC to fast track SQUAD checks and turn around of documents between DA & vendor as to meeting scheduled delivery dates for all executed Purchase Order
• Monitors progress of Supplier data via In-control & Smart Plant Foundation (SFP)
• Ensure vendor submits copies of all shipment related documents as soon as Materials and equipment (M & E) are shipped.
• Maintain the Supplier Documentation Summary Report and provide a comprehensive, meaningful, clear and timely status report of supplier data • Initiates close out of Supplier Data Requirements to ensure Purchase Orders are properly closed out.
• Generate neat and accurate Marian Weekly reports and transmit same electronically to the respective departments.
• Generate and issue field report to project distribution following Expediting Supervisor review, follow-up any actions required within the field report, update the MCS (Material Control System – SPM).
• Report promptly to the project engineer through the expediting manager any foreseen problem related to any purchase order as well as any envisaged slippage in the production & delivery schedule.
• Generate detailed material status report showing current status of all open purchase orders and ensure it is updated as and when required for submission to projects and/or client.
• Schedule and attend weekly review meeting on all assigned purchased orders for engineered M&E to monitor milestone achievement highlighted in the OEM's production schedule.
• Monitor supplier's inventory to ensure materials supplied by sub-suppliers are delivered, received and available in an effort to avoid materials shortages and/or delays.
• Ensure materials delivered meet with purchase order specifications/schedule and project requirements. Also ensure they are delivered to the appropriate destinations.
• Obtain shipping arrangement from vendor/OEM depending on the delivery terms (Ex-Works or DDU) on the PO and advice necessary disciplines.
• Liaise with QA/QC on final inspection of M&E and ensure they are released for shipment
• Liaise with third party Freight Forwarder and clearing agent to ensure M&E are shipped and cleared for onward delivery to designated project site and/or warehouse.
• Advise Materials department on the scheduled expected time of arrival (ETA) of M&E at designated project site and/or warehouse for safe receipt and storage.
• Obtain Material Receipt Report (MRR) from materials department and close-out expediting purchase order file accordingly
• And other tasks as assigned by supervisor
Job Requirements: Job Specific Knowledge: Relevant experience in monitoring supply and manufacture/fabrication of project
Industry Specific Experience: Minimum of three (3) years experience in expediting, purchase, scheduling for an engineering or construction company.
Education – Qualifications, Accreditation, Training: Bachelor or HND in Engineering or other related disciplines
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