مسؤول ضبط الوثائق

Position Title: Document Controller

Location: Al Madinnah Al Manwarah, Sidra

JOB PURPOSE:

• Responsible for Document Control System and/or Document Management System
• Archiving all the documents received by the Department and get an update/confirmation the shareholders of their documents (CR, AoA, Bylaws, shareholding structure/UBO.

KEY ACCOUNTABILITIES:

Description

Administrative

• Using EDMS (Electronic Document Management System) as per company requirement and as per line manager’s instructions.
• Provide Assistance to Corporate legal team.
• Registering all incoming and outgoing letters, MoMs, Drawings & technical submittals and other documents whether in Arabic or English and/or in both language and other language.
• Maintaining a register of all incoming and outgoing mail, stamping and recording of mail before circulating for distribution / circulation.
• Responsible for Control/Track/Issue of complete documentation such as incoming and outgoing correspondence, Minutes of the Meeting, Board resolutions, Shareholder resolutions, Chairman resolutions, Constitutional documents, licenses and permits, agreements, Letters, and other forms of pertinent documents whether receive from other departments, project companies and other stakeholders.
• Responsible for receiving, logging and distributing all technical documents and assisting in coordination and monitoring of administrative activities to facilitate and expedite the workflow.
• Set up/assist document control filing system.
• Maintaining all files within the Filing Department
• Opening new files in accordance with Standard Operating Procedures of the company.
• Maintaining all tracking records and ensuring that they are initialed when a file is taken from the filing room
• Chasing up each individual for return of files
• Maintaining all Tender Documents and ensuring originals are not take from the filing room
• Keeping all files in a tidy condition
• Collecting faxes regularly, recording and sending for distribution to the individuals concerned, photocopying fax if it is marked for someone’s urgent attention and sending them accordingly with a copy to the Project Manager/line manager
• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in accordance with QSE procedures
• Co-ordination between other teams and team members, third party Consultants & Contractors, etc. for facilitating documents workflow and ensure documents status to be closed.
• Follow-up with team members and others for “open” status items to be closed.
• Maintain Project Documentation as per ISO standards.
• Electronic transmission of documents
• Data input to database related to document receiving & tracking document.
• Coordination with the respective team members, Secretaries, and other staff to ensure correctness of the records.
• Archiving contract/project documents and Maintain Archive section up to date
• Successful closeout and handover of documentation as required by line manager

Policies, Processes, Systems & Procedures

• Adhere to all relevant organisational and departmental policies, processes, standard operating procedures, and instructions so that work is carried out to the required standard and in a consistent manner.

Continuous Improvement

• Contribute in the identification and implementation of change initiatives, programmes, and projects in line with the organisation’s standards.

Related Assignments

• Perform other related duties or assignments as directed.

QUALIFICATIONS, EXPERIENCE, & SKILLS:

Minimum Qualifications:

• Minimum of 2 years of experience as a Document controller.
• Qualifications and expertise in IT Technology and working experienced with similar Document Control System 2 years + experience in management
• Undergraduate degree

Skills

• Excellent report writing and communication skills in English
• User of MS Office, Primavera and other software

COMPETENCIES:

• Ensures Accountability
• Collaborates
• Drives Results
• Champions Agility
• Embraces Innovation
• Demonstrates Integrity and Respect