وصف الوظيفة
Role Overview
Document Controller at ACWA Power, located in Al Madinnah Al Manwarah, Sidra.
Role Purpose
Manage the document control and document management systems for the organization. Archive all documents received by the department and maintain updates and confirmation with shareholders regarding their documents including corporate records, articles of association, bylaws, shareholding structure, and ultimate beneficial ownership information.
Key Responsibilities
Document Control & Management Systems
- Operate the Electronic Document Management System (EDMS) according to company requirements and line manager instructions.
- Establish and maintain a coordinated and consistent filing system in accordance with company quality, safety, and environment procedures.
- Set up and assist with document control filing systems.
- Open new files in accordance with company standard operating procedures.
- Maintain all files within the filing department in tidy condition.
- Implement and maintain filing systems ensuring all filing is current and compliant with QSE procedures.
- Maintain project documentation in accordance with ISO standards.
Document Registration & Tracking
- Register all incoming and outgoing letters, minutes of meetings, drawings, technical submittals, and other documents in Arabic, English, or other languages.
- Control, track, and issue complete documentation including incoming and outgoing correspondence, board resolutions, shareholder resolutions, chairman resolutions, constitutional documents, licenses, permits, and agreements.
- Maintain a register of all incoming and outgoing mail with stamping and recording before distribution.
- Maintain all tracking records and ensure they are initialed when files are taken from the filing room.
- Chase up individuals for timely return of files.
- Conduct data input to databases related to document receiving and tracking.
- Follow up with team members and others to ensure open status items are closed.
Document Distribution & Coordination
- Receive, log, and distribute all technical documents.
- Assist in coordination and monitoring of administrative activities to facilitate and expedite workflow.
- Coordinate between internal teams, team members, third-party consultants, contractors, and other stakeholders to facilitate document workflow and ensure document status closure.
- Collect faxes regularly, record, and send for distribution to relevant individuals.
- Photocopy marked faxes for urgent attention and send with copy to project manager or line manager.
- Coordinate with team members, secretaries, and other staff to ensure accuracy of records.
- Facilitate electronic transmission of documents.
Archive & Records Management
- Archive all documents received by the department.
- Maintain and update the archive section.
- Maintain tender documents and ensure originals are not removed from the filing room.
- Archive contract and project documents.
- Complete successful closeout and handover of documentation as required by line manager.
Administrative Support
- Provide assistance to the corporate legal team.
- Perform other related duties or assignments as directed.
Compliance & Continuous Improvement
- Adhere to all relevant organizational and departmental policies, processes, standard operating procedures, and instructions.
- Contribute to the identification and implementation of change initiatives, programmes, and projects in line with organizational standards.
Qualifications & Experience
- Minimum 2 years of experience as a document controller.
- Minimum 2 years of experience in management with qualifications and expertise in IT technology and working experience with similar document control systems.
- Undergraduate degree.
Skills & Competencies
- Excellent report writing skills.
- Excellent communication skills in English.
- Proficiency with MS Office.
- Proficiency with Primavera software.
- Proficiency with other relevant software.
- Ensures accountability.
- Collaborates effectively.
- Drives results.
- Champions agility.
- Embraces innovation.
- Demonstrates integrity and respect.
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