HR Officer - Document Controller

Job Purpose

As a HR Officer – DC, you play an important role in supporting HR processes and compliance in controlling the retrieval of documents. The incumbent is responsible for managing, scanning, organizing, tracking and maintaining HR-related documents, records, and information within the HR department. The responsibilities will include receiving and processing documents from employees and updating the hard and e-files as well as records on the HRMS. This role ensures the confidentiality, accuracy, and accessibility of HR documents

Key Relationships

· Internal : HR, Government Relations and Finance staff

· External: Auditors, bank representatives

Accountabilities

Maintaining the records of company documentation safe and organized (soft and hard copies), ensuring that database is updated accurately and in a timely manner and producing required reports.

Duties and Responsibilities

Documents & Record Management:

· Organize, catalog, and maintain both physical and electronic HR documents, including employee records, policies, procedures, and reports.

· Ensure that all documents are appropriately labeled, indexed, and stored securely in relevant HR department folders, following company policies and legal requirements.

· Maintain a systematic document control process to manage the complete lifecycle of HR documents, from creation to archiving.

· Collaborate with the HR team to ensure records are accurate and up-to-date, particularly in relation to employee personal information.

· Facilitate the retrieval of HR documents for internal and external audits, investigations, and reporting requirements.

· Respond to document requests from authorized personnel promptly and accurately.

· Ensure that the Master list / Master data is accurate & periodically updated.

· Creation and maintenance of hard files in coordination with Document Control / Government Relation Team Lead / Sr. Officer.

· Liaise with the PROs as directed and required by the Document Control / Government Relation Team Lead / Sr. Officer.

· Assist with renewal of all essential documents (QID/RP, Medical Health cards, CR, Trade license)

Payroll Management:

· Assist with the attendance / payroll related aspects

· Collect relevant data

· Verify employees’ leaves

Compliance:

· Monitor and ensure compliance with relevant laws and regulations regarding recordkeeping, including data protection and privacy regulations.

· Stay up-to-date with employment laws and regulations to ensure the organization's compliance.

· Safeguard sensitive HR information and maintain strict confidentiality of records.

Technology Proficiency:

· Demonstrate proficiency in utilizing document management software and MS Office applications.

· Familiarity with organization document management tools for efficient electronic document filing and retrieval.

· Ability to adapt to new technologies and stay updated on emerging trends in document management systems.

Reporting:

· Submit a Daily comprehensive report as required by the Line Manager.

· Submit Quarterly HR dashboard.

· Generate periodic reports and metrics related to document management, compliance, and recordkeeping.

Any other tasks, duties & responsibilities that may be added from time to time as relevant to business requirements

Skills & personal attributes

· Ability to handle sensitive and confidential information with discretion.

· Strong ethical standards and integrity in document management, adhering to policies, regulations, and privacy laws.

· Sense of ownership

· Strong teamwork and collaboration skills.

· Highly proactive

· Excellent attention to detail and organizational skills.

· Time management and multitasking skills

· Effective communication and interpersonal skills.

Language (s):

· English

· Arabic (will be an advantage)

Specialized Training/ Knowledge Required

· Familiarity with data protection laws, regulations, and best practices, such as GDPR (General Data Protection Regulation).

· Proficiency in document management software and MS Office applications.

Education & Qualifications

· Bachelor's degree in Human Resources, Business Administration, or related field is preferred

Experience

· A minimum of [4] Four years in document control, records management, or a similar role, with a good understanding of HR documents and processes.

Key Performance Indicators (KPIs):

Area

Definition

Process of Measurement

Document Management Accuracy

Measure accurate and up-to-date documents and information.

Number of errors captured through a tracking system

Document Archiving

Monitor the number of documents archived and the accuracy of archiving procedures.

Periodic audits

Document Search Accuracy

Evaluate the accuracy of document searches and retrieval

Number of incidents reported by concerned personnel

Document Accessibility

Monitor how quickly authorized personnel can access the required documents

Number of incidents reported by concerned personnel

Data Accuracy

Measures the percentage of data that are error-free, up-to-date, and free from inaccuracies or inconsistencies.

Number of errors reported

Training Effectiveness

Measures the impact and efficiency of training programs for development and growth

· Complete a minimum of 15 skill-based training modules through the Learning Management System (LMS).

Participate in at least three HR seminars to acquire knowledge and explore new approaches

Practical application of learning into work scope

Job Types: Full-time, Permanent

Pay: QAR7,000.00 per month

Education:

• Bachelor's (Required)

Experience:

• Record Management and document control (In HR): 5 years (Required)