مراقب وثائق

JOB PURPOSE

The Document Controller manages the full lifecycle of documents, correspondence and records for the Office of the Sector CEO. The role ensures that all documents are accurately registered, controlled, tracked, distributed and archived, so that the Sector CEO and the office have timely access to complete, current and secure information, in line with policies, the Delegation of Authority and confidentiality requirements.

KEY RESPONSIBILITIES

1. Document Control System

• Establish, implement and maintain the document control system for the Office of the Sector CEO, covering registration, numbering, versioning, distribution, storage, retrieval and archiving.
• Develop and maintain the document register and master lists for all controlled documents, correspondence and records.
• Apply standard naming conventions, document templates and revision control in line with policies and procedures.
• Ensure only current, approved versions of documents are in circulation, and withdraw and archive superseded versions.

2. Correspondence Management

• Register, scan, log and track all incoming and outgoing correspondence (letters, memos, circulars, emails) for the Sector CEO's office in Arabic and English.
• Route correspondence to the right recipients within the office, the sector companies and Group functions, and track responses against deadlines.
• Maintain an accurate correspondence log and issue regular status reports on pending and overdue items to the Office Manager.

3. Approvals & Submissions Tracking

• Receive and check submissions to the Sector CEO (approval requests, contracts, reports, memos) for completeness, correct format and required signatures before routing.
• Verify submissions are aligned with the Delegation of Authority and the applicable approval workflow.
• Track the status of documents under review or approval and follow up with the concerned parties to ensure timely closure.
• Maintain records of signed and approved documents and distribute final copies to the relevant parties.

4. Sector Records & Reporting

• Collect, file and maintain periodic reports, KPIs, minutes of meeting and governance documents received from sector companies.
• Maintain the action and directives log for the Sector CEO's meetings in coordination with the Office Manager.
• Prepare document status reports, registers and summaries as required.

5. Filing, Archiving & Retention

• Maintain organised physical and electronic filing systems with clear indexing for fast retrieval.
• Manage document archiving and retention in line with retention rules and applicable regulations.
• Coordinate the digitisation of physical records and the use of shared drives or document management systems (DMS/ERP).

6. Confidentiality, Security & Compliance

• Control access to confidential and sensitive documents according to authorisation levels.
• Ensure document handling complies with policies, information-security standards and data-protection requirements (PDPL).
• Support internal and external audits by providing accurate and complete records on request.

7. Coordination & Support

• Act as the document control focal point between the Sector CEO's office, the sector companies' document controllers and Group functions.
• Guide office staff and sector company counterparts on document control procedures, templates and standards.
• Perform other related administrative duties as assigned by the Office Manager.

QUALIFICATIONS

• Bachelor's degree or Diploma in Business Administration, Office Management, Information Management or a related field
• Training or certification in document control, records management or ISO 9001 documentation is an advantage

EXPERIENCE

• 3–5 years of experience in document control or records management, preferably in an executive office, holding company or multi-company group
• Experience handling high-level and confidential correspondence is highly preferred
• Exposure to facilities management, security, manufacturing or service sectors is an advantage