Job Description

Analyst, Cataloguing

The Analyst, Cataloguing reports directly to the Manager, Inventory Management and is responsible for ensuring the accurate, efficient, and timely cataloguing of materials, as well as the maintenance of material master data within the MAXIMO system. The role upholds data integrity and compliance with internal policies, PETRONAS guidelines, and Joint Operating Agreements (JOA) with partners. This position plays a key role in mitigating risks associated with procedural non-compliance, Non-Cost Recoverable (NCR) expenses, and other statutory penalties or fines through effective cataloguing governance and process adherence.

KEY ACCOUNTABILITIES

• Material Cataloguing Execution

1. Perform cataloguing of materials in accordance with established naming conventions, descriptions, and classification standards to ensure consistency and accuracy across all records.
2. Adhere to cataloguing procedures to ensure accurate identification and procurement of materials.

• Validation of Cataloguing Requests

1. Review and validate incoming cataloguing requests to ensure completeness, accuracy, and compliance with established standards.
2. Attach relevant information such as catalogues, drawings, datasheets, and reference documents to the item master.
3. Process requests within agreed timelines while maintaining proper documentation for audit and traceability purposes.

• Data Accuracy and Integrity

1. Ensure integrity of material data in MAXIMO by conducting regular reviews to identify and correct duplicate entries, inconsistencies, and inaccuracies.
2. Perform detailed checks to align data with standards, update descriptions, fill in missing attributes, and assign correct classifications and subclasses.
3. Identify and deactivate obsolete catalogue numbers to maintain data relevance and operational accuracy.

• Stakeholder Collaboration

1. Engage and coordinate effectively with key internal and external stakeholders to ensure smooth cataloguing operations.
2. Develop and maintain an updated Stakeholder Engagement Plan and continuously assess engagement effectiveness through structured feedback for improvement.

• Compliance with Policies and Procedures

1. Ensure all cataloguing activities adhere to Hibiscus Malaysia and PETRONAS policies, procedures, and standard operating requirements.

• Governance and Assurance

1. Conduct periodic self-assessments to ensure compliance with company and PETRONAS standards.
2. Identify improvement opportunities, implement corrective actions, and establish controls to minimize procedural non-compliance and Non-Cost Recoverable (NCR) risks.
3. Prepare and submit relevant reports to internal and external stakeholders as required.

• Continuous Improvement (CI)

1. Support and contribute to continuous improvement initiatives, promoting efficiency, accuracy, and collaboration within and across teams.

• Inventory Count Support

1. Provide support and participate in periodic inventory count exercises to ensure data consistency and compliance with established procedures.

• Performance Management

1. Define and monitor performance indicators for cataloguing and materials management activities.
2. Review performance outcomes regularly, identify gaps, and implement improvement initiatives to achieve defined performance standards.

• Administrative Responsibilities

1. Complete all administrative tasks related to the role accurately and in a timely manner, ensuring transparency, accountability, and record completeness.

REQUIREMENTS AND QUALIFICATIONS

• Possess a Bachelor’s degree in any relevant discipline from a recognized university with five (5) to ten (10) years of relevant working experience in materials management or warehousing functions;
• or a Diploma in any discipline with seven (7) to twelve (12) years of relevant experience in similar functions.
• Experience in a Production Sharing Contract (PSC/PAC) environment and strong knowledge of equipment and parts used in the oil and gas industry will be an added advantage.
• Proficient in PETRONAS Technical and Contract Administration Manuals (PTCAM), PETRONAS Procedures and Guidelines for Upstream Activities (PPGUA), PETRONAS Procurement Standards (PPS), and Joint Operating Agreements (JOA) within the Exploration and Production (E&P) environment.
• Experienced user of ERP systems such as SAP and MAXIMO or other relevant platforms.
• Demonstrates strong analytical and problem-solving skills, with the ability to adapt to changing priorities and work independently with minimal supervision.
• Excellent time management skills with the ability to perform effectively under pressure and meet deadlines.
• Strong written and verbal communication abilities with sound documentation and reporting skills.
• Collaborative team player who is self-driven, proactive, and capable of engaging effectively across multiple departments and organizational levels.
• Proficient in Microsoft Office applications (Excel, Word, PowerPoint) for reporting, analysis, and documentation purposes.

Job Requirements