PROJECT SECRETARY R157

Job Title Project Secretary Section Document Control & Admin. Support Division Major Projects Department Project Control Reports to Head of Document Control & Admin. Support JOB PURPOSE The Project Secretary is responsible for providing comprehensive administrative and secretarial support to the Project Team ensuring smooth coordination of day-to-day Project activities. The role manages correspondence schedules meetings organizes documentation and maintains accurate records while promoting compliance with QAFCO’s Occupational Health & Safety Environmental Energy and Quality standards. KEY ACCOUNTABILITIES Management Systems • Awareness of QAFCO Integrated Management Systems (Quality; Environment; Occupational Health & Safety; Responsible Care; & Energy Management Systems and IFA Product Stewardship) • Comply with all the relevant policies and procedures of QAFCO Integrated Management Systems • Ensure that QAFCO and Project HSEQ requirements take the highest priority and actively implemented in Project day to day activities. QAFCO Strategy • Awareness of QAFCO’s Vision Mission Strategic Map & Core Values. Adherence • Awareness of QAFCO and Major Projects specific Quality requirements and compliance with all relevant policies and procedures • Be fully aware of Project Information Manual (PIM) and its procedures that cover the Management System of the Project and ensure strict compliance. Managing Activities 1. Meeting Coordination & Support • Schedule and coordinate internal and external project meetings including logistics venue arrangements calendar invites and virtual meeting tools. • Prepare and distribute meeting agendas minutes and action item trackers in a timely and professional manner. • Follow up on action items with responsible parties to ensure timely closure and reporting to project leadership. • Maintain a centralized repository of meeting records for audit and reference purposes. 2. Administrative & IT Support • Provide comprehensive administrative support to the Project Management Team including travel arrangements expense claims timesheet coordination and procurement of office supplies. • Maintain updated contact lists organizational charts and project team rosters to support team coordination and communication. • Coordinate onboarding of new project team members including access provisioning documentation and orientation logistics. • Manage secretarial tasks for the Project Team ensuring timely handling of correspondence filing and document formatting. • Oversee the availability and maintenance of office resources such as stationery printers scanners plotters and IT equipment. • Support Project Team members with IT-related needs including troubleshooting coordination with IT support and setup of online collaboration tools. • Administer tools required for online meetings and conference calls (e.g. Teams Zoom) ensuring smooth connectivity and access. • Manage access rights to local servers coordinating with IT and ensuring approvals are in place from the Chief Major Projects Officer. KEY ACCOUNTABILITIES • Conduct regular checks and cleanup of the Major Projects Execution Server (SharePoint and local servers) ensuring proper file structure naming conventions and archival practices. 3. Compliance & Governance • Ensure all administrative processes comply with QAFCO’s project governance procedures including signature matrices approval workflows and document control standards. • Maintain confidentiality and integrity of sensitive project information ensuring secure handling and restricted access where required. • Support audit readiness by maintaining organized traceable and compliant records of administrative and project documentation. 4. Coordination & Interface Management • Act as the administrative coordination point between the Project Team and external stakeholders (contractors vendors consultants). • Liaise with QAFCO HR Finance and IT departments to fulfill project-related administrative requirements and resolve cross-functional issues. • Support logistics for site visits workshops stakeholder engagements and other project events including travel access permits and hospitality arrangements. 5. Continuous Improvement & Support • Identify and implement opportunities to streamline administrative processes improve documentation workflows and enhance coordination efficiency. • Maintain and update administrative templates checklists trackers and logs to support consistent and standardized project execution. • Provide backup support to other administrative roles during peak periods absences or special assignments to ensure continuity of operations. Project Information Manual (PIM): • Shall document and submit Lessons Learned in accordance with relevant PIM procedure. EDUCATIONAL QUALIFICATION & EXPERIENCE Qualification Required Technical Non-Technical MANDATORY - Bachelor’s Degree (124 years) Other Qualification (Please specify) Remarks MANDATORY - Minimum 7 years’ relevant work experience with at least 3-5 years in in major projects