Project Administrator

Activities:

To work as part of the Compliance and Monitoring team, providing administrative support across a range of compliance support and project management day to day duties. The role will also include taking overall responsibility for administrative support in relation to maintaining data quality, facilitate IMS system updates, coordinating project activities, and ensuring that project documentation is accurate and up to date. This role plays a crucial part in maintaining the smooth operation of the project by handling communications, scheduling, reporting, and other compliance-related tasks.

Parameters:

• Autonomous role across projects under the job holder's control
• Visibility with internal and external stakeholders as well as shared service functions.
• Full compliance responsibility for all projects under the Job Holder's control (Safety, Health, Environmental, Regulatory, Project Management) working with the all-department's teams.
• Collate and manage data sources on matters related to compliance and IMS within the RWM Team
• Must remain aware at all times of your responsibilities for your own Health and Safety, for the Healthand Safety of those directly responsible to you, your work colleagues and any others who may beaffected by the operations under your responsibility or control. You must always ensure that the correctPPE is worn. Please refer to the HSE Policy for further details on your specific responsibilities.
• Must adhere to all NEOM Policies & Procedures (including but not limited to) those specified in the Employment Handbook, HSE Policy, Incident reporting procedures and any financial/accounting systems.
• Apart from the duties summarized in your Role Profile, the company reserve the right to include other reasonable duties which are part of, and incidental to, this type of work.

Key Accountabilities:

• Assist in the managing of the Integrated Management System (IMS) in establishing, implementing, and maintaining the IMS in accordance with both business requirements and the requirements of the relevant standards
• Assist in the identification and development of improvements to the business through the IMS
• Provide support to the Monitoring and Compliance team to achieve excellent safety, health, environmental and quality (SHEQ) standards across the business
• Assist in the preparation of risk-based assessments/management plans
• Receive reports from and respond to orders issued by regulatory departments
• Arrange for monitoring and testing and/or evaluations of the workplace by external agencies/consultants as may be necessary
• Schedule regular meetings and record decisions (e.g. assigned tasks and next steps)
• Assist in the management of external audit function with our accreditation auditors
• Prepare and maintain project documentation, including project plans, status reports, risk logs, and issue logs.
• To represent the business core values.
• Assist in processing Compliance audits to ensure timely and accurate performance levels are met.
• Communicate, liaise and negotiate with stakeholders, clients, supply chain contacts and operational team members to ensure compliance with NEOM SMS standards
• Assist in delivering and implementing IMS standards both internally and on RWM projects as required
• Provide support in relation to document control and improvement requests within the IMS
• Assist in identifying project risks and issues.
• Maintain a risk and issue log, tracking the status of each item and following up on mitigation actions.
• Provide administrative support for risk and issue management activities.
• Provide support in relation creating and issuing reports to operational teams across the business
• Assist in the development of Compliance & Risk Communications, products and training content as required
• Complete internal quality audits in support of our ISO 9001, ISO 14001 & OHSAS 18001 compliance
• Ensure ongoing compliance with the Quality Management System ISO9001
• Attend various meetings and action/communicate instructions

Knowledge, Skills, and Experience

Knowledge:

Essential

• Good knowledge of Integrated Management Systems and Standards
• Good Knowledge of the QHSE Procedures for Operational Environments
• Good Knowledge of the IMS System Auditing
• Good Knowledge HSE legislation and requirements
• Good knowledge of Waste Management processes

Skills:

• Excellent written, verbal and presentation skills
• Excellent analytical and administrative skills
• Excellent organizational and follow-up skills
• Competent in problem solving, team building and planning
• Energetic, self-motivated with the ability to work to deadlines and constantly juggle priorities.
• Ability to work both autonomously and collaboratively as part of a team.
• Calm under pressure with strong personal resilience.
• Excellent English language skills (verbal and written) and a strong communicator with ability to present confidently to small and large groups.

Experience:

Essential

• Minimum of seven to ten years experience in a business/project/HSE administration role within an organization with certified QMS/IMS systems
• Track record of IMS system document management and record management
• Experience in dealing with internal and external stakeholders at all levels including, clients, contractors, department heads and external regulatory bodies.
• Experience with technical documentation, flowcharts, and schedules
• Prior experience as a Project Coordinator, Project Administrator, or a similar role
• Desirable Previous experience in a Safety, Health, and Environmental capacity within the Construction Industry

Qualifications

Essential

• Relevant Diploma in Business Administration or equivalent (e.g. Project Management; Health and Safety, QMS)

Desirable

• Waste Management
• HSE Qualifications