Document Controller & Secretary - Power Projects - 1
Posted on :
26-05-2025
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1 Vacancy
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Job Description
Description
Requirements
Benefits
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 Managers 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:
- Bachelors 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 12500 plus all other benefits
Employment Type
Contract
Key Skills
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