Job Description

• Job Function & Scope:

The QHSSE Coordinator is primarily responsible for:

• Assisting with the implementation and maintenance of the Integrated Management (IMS) and Energy Management System (EnMS) including the Control of Documents.
• Supporting QHSSE team for full range of HSE related tasks, including risk assessment, field visits and HSE supervision, to ensure the smooth functioning of the QHSSE department.
• Assisting E&M Manager with administrative tasks and coordination related to the assigned projects.
• Acting as stand-in for QHSSE Officer.
• Providing leave cover to the Office Administrator as and when required.

Key Accountabilities & Responsibilities:

• Assist QHSSE Manager in developing, improving and implementing policies and procedures for IMS and EnMS in accordance with ISO 9001, ISO 14001, ISO 45001, ISO 50001 and relevant standards.
• Assist QHSSE Manager in planning and executing audits including but not limited to compliance audit, IMS internal/external audit and gate pass audit.
• Work with Department Managers to ensure compliance with processes and standards as per IMS and EnMS requirements at MENA Terminals Fujairah.
• Assist QHSSE Manager to maintain and update legal register of the company with all applicable laws and guidelines from authorities.
• Maintain and follow-up with team for the action list of QHSSE & EnMS related matters and the timely closure with evidence.
• Assist in coordinating/facilitating QHSSE & EnMS communication including departmental reporting, safety bulletins, office safety talks, campaigns and promotional activities.
• Identify HSE related hazards and improvements in the terminal working environment and advise suitable risk prevention / mitigation measures.
• Suggest improvements to MENA TERMINALS Fujairah QHSSE & EnMS systems through continuous improvement and be in a position to implement such improvement if endorsed by MENA TERMINALS Fujairah Management.
• Assist with procurement of items related to QHSSE.
• Assist the E&M Manager with administrative tasks related to the assigned projects

? Providing information and regular support to E&M Manager and other stakeholders for projects.

? Manage Document Control activities, maintain all logs & records related to Projects.

? Index and sort all Project documentation ensuring compilation is complete throughout the Project.

? Raise timely reminders to the concerned over contractual obligations. Draft letters to stakeholders under Supervisor's guidance for management approvals.

? Organizing reports, documentation, invoices, contracts, and other financial files for easy access.

? Planning meetings, recording minutes, bookkeeping, and organizing Project logistics.

? Sharing relevant documentation and reports with project team, contractors, and stakeholders.

• Assist the HR and Admin Team wherever possible on Ad-Hoc duties as directed and also during special events.
• Assist the Finance Manager, including handling of Petty Cash in absence of the Accountant.
• Ensure the safe custody of confidential documents of importance to the MENA TERMINALS Fujairah's activities.
• Promptly receive and forward internal/external telephone calls.
• Deliver and maintain suitable and adequate document control processes including filing all the documents both hard copies and electronic copies systematically.
• Perform necessary housekeeping and maintain the work area in a safe and neat manner.
• Ad-Hoc duties as directed by the QHSSE Manager.

QHSSE & EnMS Responsibilities:

• Be aware of the QHSSE & EnMS policies, significant environmental aspects/impacts, significant energy use, hazards and risks associated with their work activities.
• Comply with all QHSSE & EnMS procedures & standards defined and set out by the company and in line with MENA TERMINALS Fujairah's Integrated Management System.
• Be aware of the consequences of departure from the specified operating procedures.
• Uphold a behavior/attitude whereby safety is always taken into consideration.
• Empowered to stop any activity within the terminal that is in violation of the company's QHSSE & EnMS procedures and standards.
• Immediately act upon any incident, accident or near miss that may occur within MENA TERMINALS Fujairah's premises and report the same to the Shift Supervisor (Control Room).
• Demonstrate commitment towards continual improvement of MENA TERMINALS Fujairah's IMS and EnMS Systems.
• Perform necessary housekeeping to ensure that the working area is always maintained in a neat and safe manner.

Communications & Working Relationships:

• Internal - All MENA Terminals Fujairah Employees
• External - MENA Terminals Fujairah Visitors, Vendors, Suppliers, Contractors and Consultants

Framework Boundaries & Decision Making:

The job holder works as part of a team under the direction of his / her line manager and is given specified decision-making responsibility used within a suite of well-defined processes and procedures. He / she Is required to have the ability to interpret and react appropriately and safely to any impact, a failure or change to the critical operation might cause.

Work Environment & Physical Requirements:

• Individuals will be working in a variety of conditions, both inside and outside the office, in an open air environment with moderate exposure to extreme climatic conditions including hazardous areas.
• As the work is physically demanding the job holder needs to be physically fit without any disabilities and be mentally alert at all times.
• At times the job holder will be very busy addressing several needs simultaneously, hence he /she shall be able to maintain control through a systematic approach and assign priorities accordingly.

Cost Control:

• Emphasize cost consciousness during day-to-day activities.
• Work in accordance with department goals as defined by MENA TERMINALS Fujairah Management and strive towards reliability, cost effectiveness, optimum maintenance and efficiency.
• Reduce scrap, waste and utilities as much as possible.
• Perform tasks correctly in the first instance to avoid re-work or having to repeat the tasks.
• Optimize the utilization of the terminal facilities in order to get the maximum output.
• Provide creative and innovative ideas for improving standard operating procedures and reducing costs.

Minimum Qualifications:

University Degree / Diploma preferably with specialization in Business Administration or Engineering or Document Control OR High School Diploma with at least 4 years working experience involving exposure to Safety and/or Document controlling functions.

Certification in Occupational/Process Safety or Project Management would be preferred.

Knowledge, Skills & Experience:

• Thorough knowledge of industry best practices in IMS / Quality systems and standards and project management.
• Ability to operate all methods of communication (Multi Line Telephone System, Fax, Email).
• Proficient in Windows operating system & MS Office packages (Word & Excel) and working experience on Integrated Management Systems.
• Experience of maintaining a document control system.
• Ability to complete tasks within a set timescale to an agreed standard.
• Professional appearance.
• Excellent telephone etiquettes.
• Excellent interpersonal, organizational, and communication skills in English.
• Numerate and able to do simple arithmetic calculations.
• Should be able to respond to queries in an efficient and timely manner.
• Preferably 4 years' experience, 2 of which should be in a similar capacity in the UAE.

Competencies:

• Teamwork - Able to work as a member of a multi-cultural team.
• Compliant - With all company policies & procedures.
• Organization and Planning.
• Interpersonal Skills.
• Proactive Thinking.
• Effective Communication.
• Attention to Detail.

Job Type: Full-time

Pay: AED6,000.00 - AED8,000.00 per month

Application Deadline: 25/10/2024