project material coordinator

Qualifications

(Educational Professional)

· Diploma or equivalent.  Bachelor's degree is an advantage.

Knowledge/Skills (consider practical,  technical and managerial knowledge)

· Experience in material management, logistics, or a related field.

· Proficiency in using material tracking systems, preferably EMAT.

· Strong organizational and coordination skills.

· Knowledge of customs regulations and compliance requirements.

· Ability to work effectively with cross-functional teams.

Experience (please consider the typical career path the incumbent would have)

· years Industry experience with offshore projects and operations.

· Knowledge of industry-specific regulations and standards.

Key Interface & Main Accountabilities

· Central Point of Contact: Acts as the central point of contact within the project organigramme, facilitating communication and coordination between various teams (Project Management, Logistics, Operations).

· Kick-Off Meeting (KOM): Organizes and leads the KOM with the Project Management Team, Logistics, and Operations teams to define the project scope in terms of equipment, material, specific needs, and constraints, ensuring all requirements are clearly understood and documented.

· EMAT System: Initiates the EMAT system on the project with the support of the operation manager, ensuring efficient material tracking and coordination throughout the project lifecycle.

· Engineer Support: Provides familiarization and support to design and package engineers during the use of EMAT, ensuring they are well-equipped to utilize the system effectively.

· Mobilization Readiness: Organizes the review of equipment mobilization readiness, ensuring that all materials and equipment are prepared for mobilization and demobilization as per operational needs and planning constraints.

· Material Management: Efficiently manages material tracking and coordination using the EMAT system, maintaining accurate records and documentation for all material movements.

· Compliance: Ensures compliance with project-specific requirements, maintaining high standards of accuracy and adherence to relevant guidelines.

Material Readiness Monitoring

· Pre-Mobilization and Demobilization: Monitors material readiness before mobilization and demobilization dates for both out-country and in-country phases.

· Regular Meetings: Organizes monthly and weekly meetings to closely follow up on material status, identify any issues, and ensure project constraints are considered.

· Custom Regulations: Ensures compliance with in-country custom regulations, distinguishing between permanent and temporary items, and properly identifying rental and asset materials.

· Stuffing Philosophy: Develops and implements a stuffing philosophy to optimize packing and transportation of materials.

Material Management

· Setup EMAT: Set up the EMAT system and processes within the project.

· Coordinate Material Process: Oversee the entire process from material requisition/purchase to arrival at mobilization sites, according to the project schedule.

· Ensure Readiness: Ensure project materials and equipment are ready for mobilization as per operational needs and planning constraints.

· Coordinate Demobilization: Coordinate the demobilization and proper return of equipment with the support of the operation engineer.

· Plan Final Destination: Plan the final destination of materials (permanent, return to supplier, remain in-country) for logistics purposes and assist in defining the demobilization plan.

· Maintain EMAT: Keep the EMAT system up to date.

Project Master List (PML)

· Manage PML: Manage the Project Master List and coordinate the flow of equipment. Issues a fully consolidated Project Materials List on a monthly basis.

· Training: Ensure project/installation engineers are trained to correctly input information into the EMAT system.

· Displacement Coordination: Coordinate the displacement of all materials/equipment used in the project across worksites and vessels with the support of operation and offshore project engineers.

· Support and Liaise with Engineers: Supports project/installation engineers to complete the Project Material List by consolidating and assigning unique identifiers for all equipment and liaises directly with them to ensure completeness and accuracy of the Project Materials List.

· Liaise with Procurement: Liaises directly with the procurement department to ensure all information related to procurement of items identified in the PML is accurate and up to date.

· Prepare Procedures (if required by Project): Prepares and implements a project-specific procedure for the Project Materials List.

Packing of Equipment

· Organize Packing Plan: Organize packing plans according to project requirements and installation sequences.

· Estimate Containers: Estimate the number of containers needed based on the number of crates and dispatch requirements.

· Track Stuffing Plan: Prepare and track the stuffing plan for containers.

Mobilization

· Issue Lists and Manifests: Issue mobilization lists and cargo manifests for materials/equipment and track loading.

· Ensure Availability: Ensure the availability and conformity of equipment (quantities, quality, packing) before each mobilization.

· Provide Instructions: Provide instructions for packing crates and containers according to the project packing philosophy with the support of the operation and installation department.

· Equipment Coordination: Coordinate list of equipment required onboard vessels for offshore operations, identifying, tracking, and mobilizing each item with the support of the operation engineer.

· Provide Markings: Provide markings (crate, loose, pallets numbers) for crates and equipment.

Offshore Phase

· Support Operations: Support offshore operations, especially for material requirements and identification.

· On-Site Support: Can be mobilized out-country to support packing/stuffing and in-country to support yard management and offshore requirements.

Demobilization

· Manage Demobilization: Manage the list of equipment to be demobilized and returned to suppliers with close cooperation of project and operation engineers.

· Issue Demobilization List: Issue demobilization lists for materials/equipment and track offloading with the support of the operation engineer.

· Ensure Conformity: Ensure the availability and conformity of equipment (quantities, quality, packing) before each demobilization.

Tracking

· Identify and Track Materials: Responsible for identifying and tracking materials and equipment from suppliers to mobilization/demobilization locations.

· Coordinate Dispatch and Inventory: Coordinate the dispatch and inventory of project items during all main phases of the project.

· Rigging Certification: Ensure rigging is certified with appropriate documentation and color coding.