Admin/ Document Controller

JOB DESCRIPTION

Position Title

Document Controller / Admin Assistant / Welfare Supervisor

Department

Administration

Location

Kuwait

Employment Type

Full-Time

Grade/Level

Supervisor Level

Reporting To

Administration Manager / HR Manager

Experience Required

Minimum 2–3 Years

Preferred Qualifications:

• Valid Kuwait Iqama (residency permit) is highly preferred.
• Previous work experience in Kuwait or GCC countries will be considered an advantage.

Salary Range

KWD-200

Benefits

• Shared Accommodation
• Shared Transportation (Site Duty Only)
• Annual Leave and Benefits as per UAE Labor Law
• Medical Insurance as per Company Policy

Position Purpose

The Junior Document Controller / Admin Assistant / Welfare Supervisor is responsible for supporting farm and hatchery operations through effective document control, administrative coordination, employee welfare supervision, and ERP system management. The role ensures that company records, employee documentation, welfare standards, and operational administrative processes are maintained accurately and in compliance with company policies and regulatory requirements.

The position requires a high level of confidentiality, accountability, attention to detail, and commitment to maintaining operational efficiency across farm and hatchery facilities.

Key Responsibilities

A. Document Control Responsibilities

• Maintain and implement company-approved document control procedures and systems.
• Ensure proper filing, indexing, tracking, retrieval, archiving, and disposal of documents.
• Maintain document registers, logs, trackers, and revision records.
• Ensure only approved and current versions of documents are circulated and used.
• Manage employee files, operational records, permits, licenses, and compliance documents.
• Support internal and external audits by providing accurate documentation.
• Ensure compliance with company documentation standards and retention requirements.
• Report document discrepancies and non-compliance issues to management promptly.

B. Administrative Responsibilities

• Provide administrative support to management and operational teams.
• Prepare official correspondence, reports, letters, memos, trackers, and presentations.
• Maintain company records and administrative files in an organized manner.
• Coordinate meetings, appointments, schedules, and travel arrangements when required.
• Monitor office supplies, stationery, and administrative inventories.
• Assist in employee onboarding documentation and record maintenance.
• Coordinate communication between departments and operational locations.
• Ensure confidentiality of company and employee information.
• Perform additional administrative duties assigned by management.

C. Employee Welfare Supervision Responsibilities

• Monitor employee welfare conditions at farm camps, accommodations, hatchery facilities, and welfare areas.
• Conduct regular inspections of accommodation, hygiene facilities, dining areas, drinking water facilities, and recreational spaces.
• Maintain welfare inspection reports, corrective action records, and employee welfare logs.
• Act as the focal point for employee welfare concerns and grievances.
• Coordinate with HR, Operations, and HSE teams to address welfare-related issues.
• Ensure compliance with company welfare standards and UAE labor welfare requirements.
• Support employee engagement and welfare improvement initiatives.
• Escalate welfare risks, accommodation issues, or non-compliance matters to management immediately.

D. ERP System (Odoo) Responsibilities

• Maintain accurate employee records within the Odoo ERP system.
• Update attendance, leave records, employee information, and document records.
• Ensure timely and accurate data entry in accordance with company procedures.
• Generate reports from Odoo as requested by management.
• Identify and report system discrepancies or data inconsistencies.
• Support HR and administrative processes through proper ERP utilization.

Authority and Accountability

Authorized To:

• Maintain and control company documentation.
• Update employee and operational records within approved systems.
• Conduct welfare inspections and submit reports.

Accountable For:

• Accuracy of records and documentation.
• Confidentiality of company and employee information.
• Timely updating of administrative and ERP records.
• Reporting welfare concerns and compliance issues.

Not Authorized To:

• Approve leave applications.
• Approve employee disciplinary actions.
• Approve financial transactions.
• Make welfare-related decisions without management authorization.

Qualifications

Mandatory Requirements

• Minimum 2–3 years of experience in document control, administration, employee welfare supervision, or related roles.
• Proficiency in Microsoft Office (Excel, Word, Outlook, PowerPoint).
• Experience using ERP systems (Odoo preferred).
• Strong organizational and record management skills.
• Excellent communication and reporting abilities.

Pay: KD150.000 - KD200.000 per month

Work Location: In person