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Document Controller

4 months ago

مصر, Egypt AkzoNobel Full time

**Date**:Feb 23, 2024

**Location**: Giza, EG

**Company**:AkzoNobel

We supply the sustainable and innovative paints and coatings that our customers, communities - and the environment - are increasingly relying on. Our world class portfolio of brands - including Dulux, International, Sikkens and Interpon - is trusted by customers around the globe. We’re active in more than 150 countries and have set our sights on becoming the global industry leader. It’s what you’d expect from a pioneering paints company that’s committed to science-based targets and is taking genuine action to address globally relevant challenges and protect future generations.

© 2023 Akzo Nobel N.V. All rights reserved.

**Job Purpose**:
This role is primarily required for inter-department coordination for ISO documentation as well as admin support.

**Key Accountabilities**:
**Document Controller Tasks**
- Prepare and maintain quality management documentation
- Develop and manage a document control system for the company and an archiving system for documents
- Develop and follow-up on the CAPA system for non-conformities results from systems such as complaints, Audit findings, etc
- Collect quality KPIs and analyze performance
- Prepare ISO 9001 and 45001 requirements for the company with all departments and follow up for compliance with the support of the auditing team
- Present monthly report for quality performance with KPIs
- Provide departments with quality planning and support
- Assist with the development of company processes and procedures
- Coordinate and schedule all document control reviews and audits utilizing the Quality Management system

**Administrative Tasks**
- Research and create presentations
- Handle multiple projects
- Contribute to team effort by accomplishing related results as needed
- Planning various business events with attention to financial and time constraints
- Take accurate minutes of meetings
- Develop and update administrative systems to make them more efficient
- Resolve administrative problems
- Manage staff appointments
- Coordinate repairs to office equipment
- Greeting and assisting visitors to the office
- Photocopy and print out documents on behalf of other colleagues
- Provide polite and professional communication
- Implement clerical duties and administrative processes
- Conduct data entry
- Answer and direct phone calls and maintain contact lists
- distribute correspondence memos, letters, and forms
- Assist in the preparation of regularly scheduled reports
- Develop and maintain a filing system
- Carry out administrative duties such as typing, copying, binding and scanning
- Managing and order office supplies etc
- Coordinate repairs of office equipment
- Managing the petty cash custody and conducting the monthly settlement for it
- Handle sensitive information in a confidential manner
- Provide general support to visitors
- Providing specialized support to other departments and their managers
- Managing licensing of drivers and licensing of vehicles under the rules and regulations
- issuing requests for the purchase of equipment, tasks and supplies
- Determining the administration's needs of material and in place of budgets and plans accordingly
- Managing transactions of government agencies related to management (electricity - water - licenses - etc.)
- Acting as a “responsible person” regarding occupational health and safety and ensuring compliance
- Support QHSE Manger at any required works

**Bookkeeping**
- Performing basic office tasks, such as filing, data entry, answering phones, processing the mail, etc
- Send out invoices and settle accounts with vendors
- Keep track of spending
- Create regular spending reports
- Maintain files of bills and invoices
- Processing transactions, issuing checks, and updating ledgers, budgets, etc
- Preparing financial reports
- Assisting with audits, fact checks, and resolving discrepancies

**Experience**:

- University degree
- Relevant Administration Assistance experience
- Experience in Industrial companies is preferred
- Ability to speak, write, and communicate effectively in English
- Ready to take initiative with teamwork
- Information seeking with analytical thinking
- Advanced knowledge of Microsoft Office #EXCEL, #WORD, #POWERPOINT.
- Outstanding organizational and time-management abilities
- Excellent interpersonal skills
- Problem-solving and decision-making aptitude
- Strong ethics and reliability

At AkzoNobel we are highly committed to ensuring an inclusive and respectful workplace where all employees can be their best self. We strive to embrace diversity in a context of tolerance. Our talent acquisition process plays an integral part in this journey, as setting the foundations for a diverse environment. For this reason we train and educate on the implications of our Unconscious Bias in order for our TA and hiring managers to be mindful of them and take corrective actions when applicable. In our organization, all qualified