Project Administrator/Safety Officer

The Project Administrator/Safety Officer handles numerous functions involved in the continued operations of the project site. Acting in an office management capacity, a project administrator performs tasks necessary to keep a project running smoothly, such as record-keeping, resource coordination, managing daily project funds, scheduling, and ensuring compliance with government and safety regulations.

A. DUTIES AND RESPONSIBILITIES:

General Office Administration – PA/SO:

• Demonstrates a visible commitment to safety and the reinforcement of company policies and procedures, and ensures the implementation of those procedures.

• Clears open and honest consultation with Senior Management and timely reporting of issues in the field that come to hand.

• Assists the HR head office in the recruitment and placement process of local employees (helper, driver, utility).

• Ensures that all personnel comply with pre-employment requirements (clearances, medical, SSS, PHIC, PAGIBIG, TIN numbers, and bank accounts).

• Maintains and updates effective filing of all documents in the project site, including personnel records. Sends all original documentation to the head office.

• As need arises, act as liaison officer in all local government agencies (DOLE, SSS, Pag-Ibig, PhilHealth, etc.).

• Conducts company inductions to newly hired local employees (Safety, housekeeping, HR policies, etc.)

• Complies with all safety requirements (i.e., wearing of PPE) and observes all company policies and procedures;

• Reports employee infringements to the head office.

• Serves letters/memos, contracts, and disciplinary action to employees being sent by Senior Management.

• Actively participates in all meetings (TBM, safety, etc.) and ensures minutes are distributed in a timely manner.

• Liaises and builds strong client relationships. Ensures expectations are met.

• Investigates all incidents comprehensively to ensure accurate corrective actions are realized.

• Conducts training and championing Training Matrix and Records compilation.

• Visits all sites regularly to ensure that the safety message is being delivered consistently.

• Ensures compliance of field operations with respect to using correct office procedure ad documentation.

Prepares Regular Reports and Ensure Timely Submission:

• HR: Daily Minutes, Manpower Report, Timekeeping, employment contracts, DOLE-RSK report

• Safety: Daily Minutes, WBTM, FRS, Safety Training, Weekly CAR, Training Matrix, Incident Report

• Accounting: Daily bonus monitoring, replenishment of revolving fund, bonus report, drilling report, Business Permit

• Purchasing: Inventory Report

Custodian of Cash Fund/Disbursing:

• Acts as revolving fund (Cash on Hand) custodian of the project.

• Endeavors to reduce the amount of cash being transacted at a project level; this is done by ordering all items from the main warehouse (PR) and setting up accounts with local vendors directly to the head office.

• Releases cash to employees based on expense documents presented.

• Receives and accumulates Cash disbursement vouchers, including the supporting documents. Whenever the fund reaches the minimum balance, prepare the petty cash fund replenishment (Cash Flow). Forward to the Project Manager for approval, and then forward to Head Office-Accounting for check preparation.

Purchasing, Warehousing, and Logistics:

• Prepares Purchase Requisition (PR) for review and approval by the manager.

• Performs canvassing procedures and prepares a canvass slip.

• Prepares Purchase Order (PO) for approval and signature of the Manager.

• Files a Copy of the PO pending the receipt of goods.

• Monitors and records items issued to the rig or individual from the site warehouse.

• Completes the daily withdrawal form and sends information to the head office.

• Maintains minimum stock levels through the PR process.

• Maintains a list of accredited suppliers.

• Maintains a system to check the availability of stocks and prevent out-of-stock situations.

• Maintains and effectively arranges the stock inside the store.

• Ensures safety measures to protect stocks and limit the access of unauthorized personnel inside the store.

• Conducts periodic inventory counts.

• Upon receipt of goods from suppliers, retrieves the PO from the file and checks goods received against the supplier’s invoice (SI) and delivery receipt (DR).

• Prepares a Receiving Report (RR) and files the same.

• Prepares Material Requisition and Issue Slip (MRIS) whenever materials and supplies are needed.

• Documents all materials or supplies released to the person who lodged the requisition.

Others:

• Strengthens and promotes a “DUTY OF CARE” mindset.

• Complies with all quality, safety, health, and environmental requirements and observes all company policies and procedures;

• Performs other tasks that may be assigned by the superior from time to time

QUALIFICATIONS:

• Graduate of any 4-year related course, preferably a management course

• Must have completed the BOSH/COSH 40-hour Course in Safety.

• At least 1 year of experience in Occupational Health and Safety-related functions.

• Must be from the same industry: Oil & Gas, Quarrying, Construction, Mining, and Drilling Industries.

• Knowledgeable in processing government-mandated SHE compliance and regulations.

• Knowledge of the local language is a must: Ilocano, Isinai, Bugkalot (Ilongot), Tagalog, and English.

• With a valid Driver's License.

• Can communicate in English and Filipino and has the ability to work with different cultures.

• A high degree of computer literacy is required, with effective skills in Microsoft Office software (Word, Excel, PowerPoint).

• Willing to be assigned to various sites in the Philippines.