Administration Officer (Document Controller/Procurement)

1.1 Job Summary

Primary Role -

• (You will train the other Administrative Officers whose primary responsibilities are HR & Executive Support to cover for you during your leave.)
• Document Control
• – Management of project, technical, regulatory, and commercial documents
• Procurement Administration
• – Handling purchase orders, vendor records, deliveries, and ERP processes

Secondary Role

• Executive & Office Support

• – Calendar management, meetings, reporting, travel arrangements, and coordination
• HR Administration
• – Employee records, payroll support, onboarding, HR systems, and compliance
• 1.2 Job Responsibilities HR Administration & People Support
• Serve Maintain and update employee records (contracts, visas, leave, attendance, benefits, payroll data)
• Administer payroll inputs, allowances, deductions, and supporting documentation
• Liaise with health insurance providers and support employee medical claims
• Coordinate onboarding and offboarding, including documents, access, and end-of-service processes
• Support recruitment activities (job postings, screening, interview scheduling, offer letters)
• Maintain HR databases and files in compliance with UAE Labor Law
• Coordinate with PRO for visa processing and renewals
• Prepare HR reports, letters, and management summaries
• Act as first point of contact for HR-related queries

Procurement Administration & Vendor Coordination

• Process purchase requisitions, RFQs, and purchase orders in ERP / CMMS
• Maintain vendor master data, licenses, compliance documents, and contracts
• Obtain, track, and validate supplier quotations before PO issuance
• Track PO status, deliveries, lead times, and critical materials
• Coordinate with Storekeeper on receipt, GRN, and discrepancies
• Resolve vendor delivery, documentation, and invoicing issues
• Support emergency and breakdown procurement
• Assist in project and shutdown procurement planning
• Support supplier onboarding, evaluation, and performance tracking

Document Control & Records Management

• Establish and maintain document control systems for project, operations, HR, and procurement records
• Register, classify, distribute, and track all incoming and outgoing documents
• Maintain document registers, version control, and approval workflows
• Ensure compliance with regulatory, contractual, and company documentation requirements
• Coordinate document submissions with contractors, vendors, and departments
• Maintain audit-ready electronic and hard-copy archives
• Support internal and external audits by providing complete and accurate records
• Control retention, archiving, and disposal of re