Job Details

Overall Objective of the Job:

To manage, organize, and control all documentation related to university construction and facility development projects. The role ensures that all project documents are properly received, classified, stored, and retrieved in accordance with institutional standards and regulatory requirements, supporting efficient project execution and compliance.

Tasks and Responsibilities:

• Maintain a structured document control system for all project phases.
• Receive, review, and file project documents, including drawings, specifications, contracts, reports, and correspondence.
• Ensure proper version control and timely distribution of updated documents to relevant stakeholders.
• Maintain document logs and tracking sheets to monitor submissions, approvals and revisions.
• Coordinate with consultants, contractors, and internal teams to collect and archive required project documentation.
• Ensure compliance with institutional guidelines for document retention, formatting, and security.
• Provide support in audit preparation and document retrieval requests.
• Archive project documents upon completion and ensure proper handover to the facilities or operations team.
• Execute any related tasks as assigned by the line manager or project management team.

Required Knowledge, Skills, and Competencies

Knowledge:

• Document control practices in engineering and construction environments.
• Project lifecycle and related documentation (design, construction, procurement). Filing systems and electronic document management software (e.g., Aconex, SharePoint, or equivalent).
• Standards for document classification, version control, and archiving.

Skills:

• High attention to detail in document handling and data entry.
• Strong organizational and file management skills.
• Proficiency in MS Office and document control platforms.
• Ability to manage multiple document flows under tight deadlines.

Competencies:

• Accuracy and consistency in record-keeping.
• Confidentiality and integrity in managing sensitive information.
• Communication and coordination with multidisciplinary teams.
• Commitment to deadlines and structured workflow management.

Minimum Qualification:

• Diploma in Secretarial/Technical Studies.
• Minimum 7 years experience as project document controller.

Language Requirements:

• Fluency in both Arabic and English (spoken and written) is required.
• Ability to communicate effectively with diverse stakeholders in both languages.
• Strong written skills for preparing reports, presentations, and correspondence.