Document Controller, DOC

Описание

FIDAN ASLANOVA

(+994) 50 326 01 81
faslanova@hotmail.com
Baku, Azerbaijan







KEY SKILLS
 Excellent verbal and written Azerbaijani, English and Russian
 Proficient in the use of all standard Microsoft applications, Maximo, BackBone, Oracle,
EDMS – Documentum/Webtop, Page, PRODOM, Atlas SharePoint and I-HUB, QMS,
Procon, SAP&SRM.
 Confident and outgoing. Capable of communicating effectively at all levels in an
organisation. Possessing exceptional interpersonal, communication and organisational
skills, problem solving skills. Ability to work in a team, excellent team player and self-
motivated with the ability to work on own initiative. Multitasking
 Highly dependable and extremely motivated. Ethical and organized; natural
collaborator committed to building long term relationships. Exceptional ability to
complete multiple deliverables in busy and fast-paced environments. Ability prioritize
and work within strict time constraints.
 Other skills related to Technical work and Safety (Fire Fighting, First Aid, Safety
Facilitator-HSE) Key Job Roles
Project Control Management/
Senior Document Controller
QA/QC Document Coordinator
Technical Clerk
Document Control Coordinator
Cost Engineer
Office Manager Qualifications and Experience
Bachelor’s Degree in Finance and Credit
from Economy University, Baku (1996-
2001)
Behavioural Safety Trainer


HR Coordinator Courses/Training Attended
Core Value Award 2007 for Localization
Aristos Behavioral Safety Training 2010
Workstation Safety Training &
Assessment

FIDAN ASLANOVA
(+994) 50 326 01 81
faslanova@hotmail.com
Baku, Azerbaijan




Career Highlights
ijan Branch
Absheron Project – EPS
Project Control Management - Senior Document Controller
The responsibilities included:
 Providing document control support to all departments and ensuring documentation is
produced to a high standard.
 Point of contact for all internal and external organisations with respect to implementation
and monitoring of project schedules. Control and tracking of all documentation into
Document Management System. Setting up and maintaining of the site Document Control
System & Matrixes.
 Implementation and maintaining EDMS in order to manage the document distribution and
workflow management.
 Responsible for the management of BosShelf engineering documentation and external
partners
 Providing day-to-day activities: receiving, logging, tracking, filing and monitoring internal
and external documentation. Responsible for control and transmit of technical,
correspondence and administrative documents. Issuing information via transmittals,
internally and externally.
 Follow-up and expediting of reviewing process, compiling the comments from Client and
Vendor implementation Replies.
 Responsible primarily for Close Out and As Building activities during commissioning
phase, issue and control of red line mark ups and all related documentation produced by
the commissioning team. Close out co-ordination and commissioning dossier management.
 Create weekly and monthly reports.
 Point of contact for first-line user support for the EDMS

Jan 2017 to Jan 2018 – BP AGT
AIRSWIFT Shah Deniz-2 - QA/QC Team – QA/QC Document Coordinator
Provide high project performance with major QC and QA responsibility and key technical
documentation completion within multiple major schemes and administrative/clerical duties.
The responsibilities included:
 Assist Quality Manager in developing and maintaining project quality systems. Coordinate
with the Engineers and Site Construction and Operation teams.

FIDAN ASLANOVA
(+994) 50 326 01 81
faslanova@hotmail.com
Baku, Azerbaijan

 Continuous development and improvement of QMS Management of the QA/QC
Department, setting out targets & objectives and control of follow ups
 Responsible for QA/QC documents of the entire project including certificates, calibration,
test results, inspection requests, non-compliance reports and site instruction/observations,
permanent materials delivered. Responsible for the closure of Non-conformance and Site
Instructions.
 Preparing the surveillance observations checklists/registers and NCR Logs, monitor,
control and pursuing closing of all outstanding actions. Generate reports of conditions
found during observation activities. Complete documentation necessary to attest to
satisfactory completion of inspection or test activities.
 Create weekly and monthly reports and submit to Quality Manager. Establish and monitor
Project Quality KPIs through each phase.
 Assistance in creation and preparation of project documentation: Quality Control Plans,
Quality procedures and Work Instructions.
 Control over CAR’s raising and corrective actions further follow-up
 Provision of awareness trainings on QMS requirements.
 Collection of input data (reports, statistical data, etc.) for management review
meeting/provision of management review meetings with further reporting & follow-up.
 Coordinate the document controls of technical submittals, drawings, audit reports etc. with
the Project Team and to ensure their issue, amendments and recall of controlled documents.
 Archive and store completed documents.

2011 to 2016 – BP AGT Region
GOO – TAR Team - Technical Clerk - Engineering Assistance to TAR by completing a
variety of tasks, such as assisting and supporting engineering and construction teams with
Document and certification control for both onshore and offshore facilities on pre- post- TAR and
execution phases.
The responsibilities included (but not limited to):
General Support - Providing generalist supports to TAR Manager and Team Leads. Fully
support the team to ensure the efficient delivery of services and general operational support.

 Responsible for receiving, logging, tracking, filing and monitoring internal and external
documentation. Issuing information via transmittals, internally and externally.

Conduct research, maintain and collate the required technical data to produce Operation
manuals for use offshore, create departmental specific reports such as Key Performance
Indicator (KPI), Heat Map Score Cards, weekly Execution reports etc.
 Maintain and register offshore ISSOW permits for contractor personnel and make sure they
are current. Obtain onshore site visit permits.
 Record and prepare minutes of meetings and lessons learned. Track and process annual
fixed asset inventory, IT&S equipment and personal relocation.

FIDAN ASLANOVA
(+994) 50 326 01 81
faslanova@hotmail.com
Baku, Azerbaijan


 Initiate purchase requisitions. Order office supplies and equipment. Progress/chase
requisitions to Procurement/Approved Suppliers and monitor delivery schedules.
 Cost control and estimating allowing for project completion within budget parameters.
Prepare detailed reports to study differences in the estimated and actual costs incurred in
the various asset areas. Monitor and check the sub-contractor invoices, estimating of labour
and equipment/material costs for each individual turnaround or short-term outage.
 Coordinate and arrange meetings, prepare agendas, reserve and prepare facilities.
Coordinate travel plans including airline, hotel, ground transportation and other travel
arrangements
 Identifying technical issues and providing technical support for computer and networking
systems. Responsible to ensure continuous technical assistance to the staff members.
Ensure smooth functioning of the data management systems and software’s.

Engineering Assistance
 Provide support to GOC Certification Engineer and Workpack Coordinator to compile
Handover Certification Packs and Engineering Workpacks. Apply GOC to System
Handovers; Create system HCP’s; Populate system database; Update and monitor system
database; Audit and assure “As Building” procedures; Audit and Coordinate “Punch list”
closeout; Created and updated outstanding works and master punch register. Engineering
Close Out
 Control and transmittal of all project associated documentation including correspondence,
site/technical queries, and concession requests. Maintenance of master
deliverable/document registers; Systemise all job activities as per Bookies Board, Growth
Request issues. Revision, control and issue of redline mark ups to offshore for as building
and handover.
 Process all engineering changes and assist in typing the procedures and packs. Gather and
coordinate the specifications, drawings. Responsible for implementation of a
documentation control database recording tracking & distribution system using the tools
available.
 Transmit completed HCPs and WPKs to relevant platforms/assets and expedite the
documents return. Responsible for Post-TAR Engineering Close-Out and finalising
documentation for archiving and storage.


Information & Management – Document Control Coordinator - Providing document
control support for all departments (Engineering, Finance, PSCM etc.) ensuring documentation is
produced to a high standard, improving efficiency with meticulo
us attention to detail, working
independently and as part of a team. Providing continuously support to PSCM and HSE teams.
Global Core Value Award Winner in 2007

FIDAN ASLANOVA
(+994) 50 326 01 81
faslanova@hotmail.com
Baku, Azerbaijan



The responsibilities included (but not limited to):
 Control and tracking of all documentation uploaded, downloaded and distributed to the
project team from client into Document Management System. Setting up and maintaining
of the site Document Control System & Matrixes. Design, implementation and
maintenance of Electronic & Hard Filing Systems for site. Providing document
distribution and workflow management.
 Responsible for the management of both engineering and vendor documentation for BP
AGT onshore assets. Tracking and issue of large scale supplier orders using Documentum
and Project Place utilising electronic workflow process.
 Responsible primarily for Close Out and As Building activities during commissioning
phase, issue and control of red line mark ups and all related documentation produced by
the commissioning team. Close out co-ordination and commissioning dossier management.
 Responsible for the Issue/As Building/Close Out of large volume construction workpacks
for Sangachal Terminal as well as for the other BP Assets and TAR purposes, the control
and issue of Material Requisitions, Project Variations, TQ/EQ's, Purchase Orders.
Finalising close-out of project documentation.
 Compile a weekly statistics report of approved/pending/rejected submissions to
management. Develop monthly reports and presentations. Conduct internal audits when
required.
 Point of contact for all internal and external organisations with respect to document control
issues relating to programme.
 Point of contact for first-line user support and training for the EDMS. Training and
mentoring of Junior member within DCRM Team and supervision of their daily duties.

HSE – Safety Trainer
 Support all HSE Activities / Initiatives. Observe for unsafe acts / unsafe conditions and
raise observation cards.
 Participated in Behavioural Based Safety (BBS) and Aristos Behavioral Safety Trainings.
Act as Behavioral Safety Trainer at Sangachal Terminal over 6 months, lecturing Aristos
Safety program to Contractors Staff and trades personnel up to 2500+ trainees.

PSCM – Materials & Logistics coordinator
 Purchase, track, maintain inventory database with all receipts, issues of materials
inventory.
Preparation of Purchase Requisitions and keeping records
 Created in-process production reports, material requisitions, receipts, transfers, processing
outstanding requisitions, reviewed materials requisition for projects for 100% accuracy.

FIDAN ASLANOVA
(+994) 50 326 01 81
faslanova@hotmail.com
Baku, Azerbaijan


 Examined potential shortage, supervised material deliveries, received, stored and shipped
goods and materials.
 Maintained cooperation, communication, liaison with corporate warehouse, procurement,
offshore logistics, sub-contractors, freight forwarders and vendors.
 Maintain complete database of Purchase Requisitions & Purchase Orders in a systematic
way for easy tracking purpose.

2001 to 2004 – British Israel Investment Company
Office Manager - Reliable, highly organized and success-driven and have extensive
knowledge in business administration and office management. Possess an exceptional high level
of attention to detail as well as accuracy, handle multiple tasks simultaneously.
The responsibilities included:
 Manage all aspects of the smooth running of the office within a busy and dynamic
environment.
 Maintain document control registers / documents for incoming and outgoing project
documents. Manage the process of distribution of correspondence with clients and ensure
good relationships with external and internal clients. Preparing and translating the official
correspondence and documents for governmental, intergovernmental and non-
governmental partners.
 Responsible for managing office services by ensuring office operations and procedures are
organized, correspondences are controlled, filing systems are designed, supply requisitions
are reviewed and approved and that clerical functions are properly assigned and monitored
 Provide procurement of office equipment, employee administration, joining formalities,
travel arrangements, leave management, medical insurance, payroll, employment
contracts, exit formalities and general HR operational support.
 Maintains office efficiency by planning and implementing office systems, layouts, and
equipment procurement. Ensure that all items are invoiced and paid on time. Ensure
accurate and timely reporting. Manage contract and price negotiations with office vendors,
service providers and office lease; Liaise with facility management vendors, including
cleaning, catering and security systems.

1998 to 2001 – Azerbaijan Oil & Petroleum Machinery Institute
Finance & Planning Team - Cost Engineer - While studying for a degree in Finance and
Credit I was promoted to the role of Cost Engineer. This gave me a significant increase in
responsibility and allowed me to utilise the skills I was learning at University.

FIDAN ASLANOVA
(+994) 50 326 01 81
faslanova@hotmail.com
Baku, Azerbaijan



The responsibilities included:
 Control and monitor project total expenditure including verifying and checking of invoices
and claims from suppliers, vendors and subcontractors to ensure that all projects
expenditures are captured and properly recorded.
 Provide planning and cost controlling support for all projects which includes variation
reporting, project activity scheduling, monitoring of milestone progress to the preparation
of customer billing processes
 Ensure effective project implementation, monitoring the status of all purchases, invoicing
and delivery up to the closure of the project
 Perform project costing related reporting to the team and management’s review monthly
to ensure that expenditures are kept within the project budget.
1994 -1998 – Azerbaijan Oil & Petroleum Machinery Institute
HR Department – HR Coordinator - During the four years in this role I covered all HR
aspects such as recruitment, salary and payroll issues, inductions, disciplinary and employment
law matters.
The responsibilities included:
 Assisting HR managers with recruiting efforts, arranging interviews for potential
employees, checking applicant references, maintaining employee records and conducting
new hire orientations.
 Tracking status of candidates and respond with follow-up letters at the end of the recruiting
process.
 Assist with payroll processing and providing benefits and job description information to
both new and existing employees, issuing employment contracts
 Maintain records of personnel-related data (payroll, personal information, leaves, turnover
rates etc.) in both paper and the database and ensure all employment requirements are met
 Administer health and welfare plans, including enrolments, changes and terminations.
Processes required documents through payroll and insurance providers to ensure accurate
record-keeping and proper deductions.
 Assists with the preparation of the performance review process.
 Coordinate training sessions and seminars.
 Produce and submit reports on general HR activity