Position: Senior Document Controller

Location: Musqat, Oman

Reporting to: Design Consultant

General Description of Role and Responsibilities:

• Implement and maintain document control processes and procedures. Manages the flow of documents either in electronic form, in e-correspondence or on paper, ensuring that the documents are issued in the proper format with the proper addressees, both internally and outside the company, and are archived that they can be retrieved easily in the future.
• Process incoming documentation, including registration in the e-Correspondence system, internal distribution, follow-up and archiving.
• Process outgoing documentation, including transmittal of electronic or hard copies to IOCs, shareholders, suppliers and other third parties.
• Ensure that controlled copies of final approved documents are distributed internally and externally to relevant stakeholders.
• Carry out general document control activities such as photocopying, scanning, numbering and all other aspects related to document quality.
• Assist in the preparation, collation and issue of reports and customer feedback as required.
• Monitor technical document reviews and approvals in accordance with the agreed schedule as may be required.
• Ensure the proper use of standardized forms and templates. Follows-up on circulation forms issued for information or signature, tracking and filing of all communication and approvals from shareholders.
• Ensure and maintain strict confidentiality of all work-related information, documents and correspondence.
• Receive and process invoices from suppliers, liaise with Planning and Finance and follow upon payment.
• Cover any operating areas when and where required without affecting the business operations.
• Implement approved Department / Section policies, processes, systems, standards, and procedures to support the execution of the Department / Sections work programs in line with Company and International standards.
• Comply with all applicable legislation and legal regulations.
• Plan, supervise and coordinate all activities in the assigned area to meet functional objectives.
• Train and develop the assigned staff on relevant skills to become proficient on the job and deliver the respective business objectives.
• Alert other team members to issues of quality and risk.
• Assess own performance and take accountability for own actions, either directly or under supervision.
• Contribute to the team's effectiveness by reflecting on own and team activities and making suggestions on ways to improve and enhance the teams performance.
• Work effectively with individuals in other venues.

• Informs themselves of the relevant Quality, Environmental, Safety and Occupational Health Policies, Manuals and Procedures in place within Hill International, and ensures continued compliance with these requirements while employed by Hill.


• Perform other duties as assigned by the line manager/supervisor.

Qualifications, Experience, Knowledge and Skills:

• Diploma in Administration or equivalent.
• 8 years of experience in administration, and document control areas.

• Good communication skills with the ability to compose and explain complex issues concisely to different audiences.


• Ability to work under pressure.


• Excellent team working skills, motivated and productive attitude.


• Experienced in MS Office and Document transmittal systems such as ACONEX.


• Ability to prioritize and undertake a range of tasks with a positive, flexible attitude and willingness to learn.