Document Controller & Secretary - Power Projects

Apt Resources; Doha; On-site; QAR 200,000 - 400,000; Full time

Job summary

A leading Energy sector company in Doha is seeking a Document Controller & Secretary. This pivotal role involves managing project documentation and providing administrative support to ensure organized operations. Candidates should have a Bachelor's degree and substantial experience in similar roles, demonstrating strong leadership and communication skills.

Qualifications

• 8 years of experience in similar roles with 3 years in managerial positions.
• Proficiency in English and knowledge of Arabic is a plus.
• Understanding of Qatar and GCC culture.

Responsibilities

• Manage document control processes and ensure timely distribution of documents.
• Provide secretarial support, including scheduling and correspondence.
• Track invoices and maintain filing systems.

Skills

Problem-solving

Analytical thinking

Communication

Presentation

Education

Bachelor's degree in Business Administration

Job description

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

Salary : QAR 12,500, plus all other benefits