Document Controller & Secretary

Qatar Electricity and Water Company

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

Policies, Systems, Processes & Procedures

• Follow all relevant departmental policies, processes, standard operating procedures, and instructions so that work is carried out in a controlled and consistent manner.

Continuous Improvement

• Contribute to the identification of opportunities for continuous improvement and sustainability of systems, processes and practices considering global standards, productivity improvement and cost reduction.

Reporting

• Assist in the preparation of timely and accurate statements and reports to meet department requirements, policies and quality standards.