Position Title: Document Controller & Secretary

Location: Doha, Qatar

Reports to: Project Manager

Division: Projects

Department: Business Development

Job Purpose

The Document Controller & Secretary will manage the document control processes, including the creation, revision, approval, distribution, and archiving of documents. This role will also provide secretarial support to the Project Manager and team members, ensuring the smooth running of daily operations. The role involves managing external communications, organizing meetings, preparing documents and reports, and ensuring timely action on all tasks.

Key Responsibilities

Document Control

• Manage document control processes, including creating, revising, approving, distributing, and archiving documents.
• Track and record transmittals from external parties, keeping copies of documents transmitted.
• Ensure timely distribution of documents received from external parties to appropriate team members, following up to ensure timely responses.
• Distribute documents to external parties, prepare letters of correspondence, and keep records of transmitted documents.
• Review and consolidate feedback from multiple team members, ensuring accuracy and consistency in the feedback process.
• Track progress on pending actions and report status to the Project Manager.
• Develop and maintain efficient record-keeping systems, regularly reviewing and updating processes to improve document control efficiency.

Secretary

• Provide secretarial support, 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.
• Organize travel arrangements, including flight tickets, travel visas, and other logistics.
• Schedule meetings and appointments, communicate with external and internal parties to arrange meetings, prepare agendas, and take minutes.
• Provide the Project Manager with daily updates on the agenda, upcoming meetings, pending actions, and matters requiring attention.
• Develop and maintain a secure record filing and archiving system for all documents.
• Track invoices and process them in a timely manner.

Policies, Systems, Processes & Procedures

• Follow departmental policies, processes, and standard operating procedures to ensure consistent and controlled work execution.
• Contribute to continuous improvement efforts to enhance systems, processes, and practices in alignment with global standards and productivity goals.

Reporting

• Assist in preparing timely and accurate reports to meet departmental and organizational requirements.

Qualifications & Experience

Minimum Qualifications

• Bachelor's degree in Business Administration or a related field from a reputable university.

Minimum Experience

• 8 years of experience in similar roles, with at least 3 years in progressively responsible managerial positions.

Job-Specific Skills

• Strong problem-solving and analytical thinking skills.
• Good understanding of the power/energy and water sectors, emerging trends, and technologies.
• Proficiency in English (required), Arabic (a plus).
• Proven operational and implementation experience.
• Ability to work with key stakeholders, senior executives, management teams, and external partners.
• Strong communication and presentation skills.
• Knowledge of Qatar and GCC culture and working environments.