Executive, Record Management

The Executive, Record Management reports directly to Sub Section Manager i.e Manager, Procurement Secretariat & Record Management and responsible:

For Planning, organizing, assisting and controlling the execution of Contract & Procurement Bid/ Tender Secretariat, Tender Evaluation Management and Record and document control management throughout the Contracting and Procurement life cycle from Budget to Procure and Procure to Pay processes in accordance to Company’s Contracting & Procurement (C&P) Model within the boundary of Company’s Norms and Petronas PPS to ensure compliance and mitigate any Non-Cost Recoverable (NCR) risks.

This is individual contributor and requires interfacing cross-functionally within the organization, Petronas, and Functional Team in HM.

KEY ACCOUNTABILITIES

1. Budget to Procure (B2P) Process Delivery – Assist to consolidate business requirement periodically from CP Delivery Teams supporting assigned Business Function/s with some challenges and support as input for Annual Contracting Plan (ACP) were in place. Provide Data, Process and System support for contract handover and Contract Kick-off meetings for Buyer and Contract Holder (CH).  Assist in monitor contract requirements at service commencement (BG/PG/Insurances etc.) are obtained, validated, and centrally filed.
2. Procure to Pay (P2P) Process Delivery – Provide support to the Category Team’s delivery of Maximo Contract & PO/RO & Contract Certification Process to ensure compliance to Company’s procedure and PPS. Asist with any periodical reporting for internal needs and Petronas submission.
3. Demand Management – Provide support to the Category Team’s delivery of Maximo Contract & PO/RO & Contract Certification Process to ensure compliance to Company’s procedure and PPS. Assist with periodical internal reporting and Petronas reporting submission.
4. Resource Planning – Assist to match demand and available resources effectively, identify gaps and address them appropriately. Assist to manage resources optimally to meet demand without compromising safety, efficiency, cost effectiveness and full compliance.
5. Governance and Assurance – Assist in preparing the functional periodical self-assessment to assure compliance with Budget to Pay (B2P) processes against requirement set in PPS and Company’s guidelines. Assist to manage resources optimally to meet demand without compromising safety, efficiency, cost effectiveness and full compliance.
6. Company’s Tender Committees (TCs) & BID Secretariat – Play an active role in assisting TC Secretary at TC2 and TC1 as the “go to member” to ensure the effectiveness of the internal governance on Pre & Post-Awards as control measures to ensure compliance and commercial value creation for the company and Joint Venture (JV) Partners. Lean and ensure the BID room is managed according to the guidelines. Responsible for ensuring BID room, documents and template are always up to date.
7. Record Management & Document Control (DCC) – Assist and play an active role as record keeping and document controls for all contracts and any other document as per company internal requirements and PPS. Ensure all record contracts are in place within 90 days post issuance of Letter of Award (LOA).
8. Performance Management – Assist in consolidating functional performance including analyst output of defined performance measures by the CP. Assess and identify gaps against expected performance outcome and implement improvement measures.
9. Continuous Improvement (CI) – Prepare & provide data and support in the implementation of identified and agreed CI initiatives from sequential phases of Define, Measure, Analyse, Improve and Control.
10. Stakeholder Management – Assist senior analyst in identifying relevant internal and external stakeholders, develop and update Team’s stakeholder engagement plan on annually basis if required. Assist Sr Analyst in gather feedback on its effectiveness by obtaining structured and formalized stakeholders’ feedback and assist the implementation of improvement measures.
11. Talent Management – Gather, consolidate, and track core and technical competencies with the Company Job Competency profile (JCP), analyze gaps and propose/agree close-gap measures. Ensure self-development needs are addressed in the Training Plan for talent health. Ensure self-development needs are addressed in the Training Plan to ensure the health of talent in Team with adequate succession plan for functional continuity.

REQUIREMENTS AND QUALIFICATIONS

1. Possess at least a Bachelor’s Degree in Procurement, Business, IT, Statistics, or any other relevant discipline from a recognised university/academic institution.
2. Possess at least three (3) years of experience in a PSC environment or the Oil & Gas industry.
3. Possess awareness in Contract Development, Risk Management in Procurement, Relationship Management, Market Analysis and Intelligence, Strategy Development, Contract Execution Support, and Supplier Performance Monitoring, with working knowledge of Tender Processes as well as Procurement Processes and Systems.
4. Possess awareness of Logistics Activities in E&P, Drilling and Completion Activities, Facilities and Operations Activities, as well as G&G Activities relevant to the role.