Document Controller

Job Description

Roles & Responsibilities
To control, maintain, index, and distribute Qafco’s Controlled Documents / technical drawings. Responsible for document archiving, document imaging and maintenance of up-to-date documentation (procedures, drawings etc.). Ensure that all controlled copies of latest approved documents / drawings are provided to the concerned as per the distribution lists. To also carry out document quality checking in accordance with the company established document control procedures or requirements. Responsible for distribution of documents as and when required to the Qafco common electronic mail / concerned individuals / Sections. To carry out all activities in compliance with QAFCO’s Occupational Health, Safety, Environment, Energy and Quality procedures.

Key Accountabilities:

The candidate shall be responsible for performing basic administrative/ secretarial duties according to the organization’s established system for file maintenance and/or statutory requirements, which includes filing and maintaining official and confidential documents and records (e.g., Enquiries / Tender Documents, Purchase Orders, Contracts, Letters, E-Mails, Invoices, etc.).
Classifying the files and records according to stipulated guidelines with identification codes in order to determine locations of documents to be retrieved, keeping records of documents removed from the files, purging of outdated files & records.
Keep a control over the controlled documents by indexing timely in the system QCDS (Qafco Controlled Document System).
Controls the issuance of document numbers, including maintenance of proper document registers where applicable.
Control and monitor the scanning process, uploading, linking the documents in QTDMS (Qafco technical document management system) software as and when required.
Execute General Office Routine Works. Assisting Head of Section for the Administrative Matters.
Responsible for making Department & Section minutes of meeting as and when required.
Supporting/Coordinating the section administrative activities during the absence of other staff.
Desired Candidate Profile
Minimum of Diploma in relevant discipline.
Minimum of 4 – 5 years direct and relevant experience in similar role.