Job Summary

Supervises a team in maintaining and organizing important documents either for a particular project, department or whole organization and assure accessibility by imposing a systematic filing process while ensuring confidentiality of all corporate communications and documents.

Job Responsibilities 1

Principal Accountabilities

Coordinates all activities related to the Document Control procedure.

Maintains the documents and drawings in the Document Control office under safe.

Receives all types of contract documents, correspondence, tender, legal and same to shall circulated to concerned recipients and departments.

Inputs document data into the standard registers ensuring that the information is accurate and up to date.

Job Responsibilities 2

Classifies, analyzes and screens all documents received to ensure compliance with the Quality Management system.

Ensures that documents are checked, validated and properly stamped and signed with date. This has to be done on every document on a daily basis.

Screens all documents to be sent or transmitted to ensure compliance with the Quality Management system.

Ensures that documents and reference numbers are checked and validated for any typographical errors before being sent or transmitted. This has to be done on every document on a daily basis

Registers documents received and distributed to ensure effective tracking of document movement within and outside the organization.

Ensures to properly record/ log all types of documents due for filing and distribution on a daily basis.

Ensures that all document logs are current and up-to-date on a daily basis.

Coordinate with the proper channel to expedite the flow of documents required to finish a task.

Distribute the documents to the right personnel or departments on a daily basis.

Ensures to get acknowledgments for very important documents delivered on a daily basis.

Organizes/ files hardcopies and maintains electronic libraries with the latest revisions/ versions to ensure availability and easy access to updated documents when needed.

Ensures to use of the company’s filing index system for easy identification of documents and implements such on a daily basis.

Ensures that hard and soft copies of documents are filed in the proper location and are readily accessible.

Ensures confidentiality of information to guarantee organizational privacy.

Ensures confidentiality of all operational communication/documents to prevent misuse of pertinent information by any entities.

Ensures that only authorized persons will have access to any documents that are highly sensitive and confidential.

Provides assistance, support and knowledge in the completion of documentation requests and queries for greatly improved and proper execution.

Submits proposals for process improvement on a quarterly basis to assist the chief document controller in designing process improvement plans.

Provides weekly/ monthly reports on the document status for the organizational assessment.

Ensures weekly, monthly, quarterly and annual reports are generated to update management and other stakeholders on existing documents.

Job Knowledge & Skills

Knowledge of ISO documentation standards

Knowledge of the use of spreadsheets, databases, word processing and selected job-specific software

Knowledge of records management principles and procedures including record-keeping and filing principles and practices

Good working knowledge of English, both written and verbal

Knowledge of Office machines and other related equipment

Computer literacy and experience in using a range of Microsoft Office software

ERP knowledge preferably SAP functional skills is a requirement to be successful in this role.

Job Experience

Total 6 years (s) On Job 2 years (s) GCC 2 years (s).