Job Description

• To manage Design Office procurement, cost settlement, cost reporting and IS systems to enhance productivity.
• Create and submit monthly accounting journals for Design Contract charges and for general project activities. Manage Month End & Year End Cost process for the project's office.
• Collate accruals and transfers journals for site Engineering - monthly and for financial year end period.
• Assist Projects Engineers & Managers in cost interrogation and reporting.
• Manage SAP in line with Works Support and procurement activities.
• Track sanctioning activities in PPMCapex and aid users acting as Grangemouth Projects Administrator for all projects. Register projects once sanctioned and communicate details to design office, transfer any pre-sanction costs, facilitate closure process once identified as complete.
• Populate monthly the 5 Year Capital spreadsheet with financial data.
• Manage 120111 cost centre by tracking and managing design term contractor costs. Populate accruals journal at month end for any un-invoiced costs to manage cost centre balance.
• Check & approve invoices and ensure costs are correctly allocated.
• Collate & log all designer and engineer timesheets.

Project Office Administration

• Manage & improve the design office IS systems e.g. Works Support Database, Design Hours Database, Reservations Database, Enhancement.
• Raise and track purchase orders in Ariba and ensure adherence to purchasing guidelines.
• Liaise with stores re-delivery for materials.
• Complete Site Instruction design issues for Modifications and Construction work.
• Office general admin duties including co-ordination of IT assistance.
• Process weekly journals for term contractors on monthly rotation with contracts clerk.
• Provide EasyProcure and invoicing support to the office / engineering organization on site.
• Take an active role in the training and roll out of the replacement purchasing tool in H2 2019. Envisaged to be principal user on site and provide support to others on site.
• Update Global Engineering KPIs and produce monthly design office KPIs.
• Provide direction and support to Contracts Group Clerk and provide cover during holiday periods / absence.

IS Systems Management & Development

• Working with IS/IT assist in the development of DO IS Systems e.g. Teamspace migration to SharePoint.
• Manage the ENHANCEMENT database and other DO specific software packages.
• Support the Projects & Design Group Leader in identifying and implementing efficiency improvements in office systems.

Required Knowledge, Skills, and Abilities

SAP, Ariba, MS Project / PRIMAVERA. Site Projects process. Site contracts process. Contracts and projects cost management systems. HSE prequalification process. Experience of working with IS systems in a manufacturing/engineering environment. Administer and manage site systems effectively. Good IS skills- MS office, databases, etc. Plan and organize a library / archive of technical records. Communicate Effectively.