Administration Officer (Document Controller/Procurement) AL BIHOUTH WASTE TO ENERGY

1.1 Job Summary

The Administration Officer (primary skills Document Control & Procurement) provides integrated administrative, and document control, and procurement support to ensure smooth plant start-up and operations. The role ensures that employee records, procurement transactions, project documentation, and management support activities are accurately controlled, compliant, and continuously available.

(This role is designed for dual-coverage, allowing two (2) Administrator Officers to fully back up each other during leave, audits, peak workload, or operational events.)

Functional Coverage:

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 (You will be trained by HR to cover HR & Executive Support when they are on leave.)

• 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 records

Executive & Office Administration

• Manage calendars, meetings, travel, and correspondence for Plant Manager

• Prepare meeting agendas, minutes, reports, and presentations

• Track action items and follow-ups from management meetings

• Coordinate site visits, training sessions, and company events

• Arrange travel and hotel bookings for employees and visitors

• Support inter-department communication and coordination

• Handle confidential and sensitive information professionally