Document Controller with ISO Audit Experience

3 weeks ago

Dubai, United Arab Emirates Pure Energy Full time

**JOB DESCRIPTION**:
A. Purpose and Scope

B. Responsibilities and Duties
HR & Admin functions:

- Support BU head and other functions for Admin & HR jobs. Assist in timely execution of day-to-day functions, operations, and duties.
- Support on-boarding process of employees in close coordination with HR-HO.
- Ensure manpower budget, organization chart & leave plan is updated on monthly basis.
- Coordinate and provide on time all documentation related to probation appraisal and PMS forms to HO-HR.
- Collect inputs from managers and supervisors on trainings requirements and compile and send to HR-HO.
- Ensure training are conducted as per the training plan and all relevant records and documentations are maintained and up to date.
- Understanding the training needs & preparing annual training plan & ensure all training are conducted as per the schedule.
- Responsible for managing the administration of various process & reports; maintain leave reports, absconding reports, disciplinary investigation report, employee’s separation report, leave defaulters report for decision making and necessary actions.
- Coordinate all activities related to Medical and GLIP services in consent with HO-HR. Provide relevant documents, bills, and reports to facilitate reimbursements from Insurance Companies.
- Preparing OT sheet as per the shift & forwarding to payroll as per timelines for salary processing.
- Recording & updating details of employee’s proceedings in the database (visa, passport, and LC details / vehicle details / medical and life insurance, etc).
- Typing letters, memos, communications etc promptly and accurately under guidance for conveying information effectively, without errors and rework.
- Maintain HR and Administrative policies and procedures, and ensuing all request of HO-HR.

ISO 9001:2015
- Assisting in the management, implementation, and administration of the company’s Integrated Management System (IMS).
- Managing the archival activities for controlling documents of documentation files in which to ensure that all are properly labelled and filed.
- Input document data into the standard registers, to ensure that the information is accurate and up to date.
- Assigning correspondence reference number, transmittals, internal memo, and other document tracking numbers.
- Effectively following policies to provide support for the quality systems during corporate audits and actively participating in department activities.
- Avoid NC’s during audits; follow required documentation and procedures, support internal and external audits, and undertake corrective/preventive actions as recommended.
- Maintain required reports and metrics as per the ISO standards.
- Ensure all filing and archiving of documents and records is done accurately both electronically and manually and is easily retrievable while complying with confidentiality norms and ISO policy and procedures.

Project Documentation Control
- Manage the processes around documentation within the department. Adhering to and enforcing company policies and procedures related to document control.
- Distribute and coordinate all activities related to the document control procedure, including technical documents, drawings, and commercial correspondence through the standard register or as per agreed procedure after Project Manager’s Review.
- Maintain updated records of all approved documents and drawings and their distribution in clear and precise system.
- Makes sure that controlled copies of latest approved documents and drawings are given to the appropriate staff, subcontractors, and suppliers as applicable.
- Maintain the documents and drawings in the Document Control office under safe custody without any damage or deterioration with easy traceability.
- Generate the various document control reports as required.
- Expedite the return of documents and approvals or comments within the required period from internal and external parties to whom they have been issued or distributed.
- Maintain the files and control logs as required by the project.
- Work closely and liaise with contractors’ document control group in all matters relating to document control.
- Review and update technical documents (e.g., manuals and workflows). Distribute project-related copies to internal teams.
- File documents in physical and digital records and ensure appropriate storage. Create templates for future use.
- Manage the flow of documentation within the organization. Retrieve files as requested by employees and clients.
- Maintain confidentiality around sensitive information and terms of agreement.
- Prepare ad-hoc reports on projects as needed.
- Ensure effective implementation of documented process and formats as per ISO procedures.

**Skills**:
IS0 14001, ISO9001, ISO45001 ,,Contracting Document Control

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