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Document Controller & Secretary - Power Projects - 1

Document Controller & Secretary - Power Projects - 1

Apt ResourcesDoha, Doha Municipality, QA
منذ أكثر من 30 يومًا
نوع الوظيفة
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الوصف الوظيفي

Apt Resources is seeking a Document Controller & Secretary for our client, a leading Energy sector company in Doha, Qatar . This pivotal role involves managing the flow of project documentation, supporting key project stakeholders, and ensuring organized administrative operations in a fast-paced environment.

KEY ACCOUNTABILITIES :

Document Control

  • Manage the document control process, including the creation, revision, approval, distribution, and archiving of documents.
  • Track transmittals from external parties, record the references of the transmittals, and keep a copy of the documents transmitted.
  • Transmit transmittals to external parties, record the references of the transmittals, and keep a copy of the documents transmitted.
  • Review and distribute documents received from external parties to the appropriate team members in the organization, track progress and follow-up with the relevant individual to ensure a timely response within the set deadline.
  • In a timely manner, review and distribute documents to external parties, prepare letter of correspondance, and keep a record of the transmitted letters.
  • Review and consolidate feedback from multiple team members while ensuring consistency, absence of errors / duplication in the consolidated feedback.
  • Track progress and pending actions, and report the status to the Line Manager
  • Develop record-keeping processes, and continuously review and update the processes to enhance the efficiency and accuracy of document control systems.

Secretary

  • Provide secretarial support to management and staff, including scheduling meetings, managing calendars, and handling correspondence.
  • Prepare and edit documents, reports, presentations, and other materials as required
  • Prepare entry and Ministry of Interior passes for visitors to ensure authorized access.
  • Make travel arrangements including organizing flight tickets and travel visas
  • Make new meetings and appointments, correspond with external and internal parties for making arrangements, prepare agenda for the meeting, and prepare and disseminate minutes of meeting
  • Prepare daily agenda and updates for the Line Manager on upcoming meeting, pending actions, and matters that requires the Line Manager’s attention
  • Develop and maintain a record filing and archieving system, ensure all documents are well stored and preserved in a secure manner, and locate and retrieve documents as required
  • Track invoices and process them in a timely manner

    • Requirements

    Minimum Qualifications :

  • Bachelor's degree in Business Administration from a reputable university is required.

    • Minimum Experience :

  • 8 years of experience in similar roles in large companies, of which at least 3 years are in positions of progressively increasing managerial responsibilities, demonstrating a strong need for effective leadership skills.

    • Job-Specific Skills (Generic / Technical) :

  • Demonstrated problem-solving ability and analytical thinking skills.
  • Good understanding of power / energy and water sectors, emerging trends and technologies.
  • Proficiency in English (must) and Arabic (plus).
  • Demonstrated hands-on operational and implementation experience.
  • Ability to work with key stakeholders, senior executives, management team and external partners / advisors through collaboration & teamwork.
  • Good communication and presentation skills.
  • Good understanding of Qatar and GCC culture and working environment

    • Benefits

    Salary : QAR 12,500, plus all other benefits

    إنشاء تنبيه وظيفي لهذا البحث

    Document Controller • Doha, Doha Municipality, QA