Administration Officer (Document Controller/Procurement)

The Administration Officer at AL BIHOUTH WASTE TO ENERGY in Abu Dhabi is responsible for document control, procurement, and HR administration. Key tasks include managing employee records, procurement transactions, and project documentation. The role supports smooth plant operations and requires collaboration with other administrative staff. Responsibilities also encompass executive support, vendor coordination, and compliance with regulatory requirements. This position is not remote, as it is based in Abu Dhabi.
1.1 Job SummaryThe 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 documentsProcurement Administration – Handling purchase orders, vendor records, deliveries, and ERP processesSecondary 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 coordinationHR Administration – Employee records, payroll support, onboarding, HR systems, and compliance1.2 Job Responsibilities HR Administration & People SupportServe Maintain and update employee records (contracts, visas, leave, attendance, benefits, payroll data)Administer payroll inputs, allowances, deductions, and supporting documentationLiaise with health insurance providers and support employee medical claimsCoordinate onboarding and offboarding, including documents, access, and end-of-service processesSupport recruitment activities (job postings, screening, interview scheduling, offer letters)Maintain HR databases and files in compliance with UAE Labor LawCoordinate with PRO for visa processing and renewalsPrepare HR reports, letters, and management summariesAct as first point of contact for HR-related queriesProcurement Administration & Vendor CoordinationProcess purchase requisitions, RFQs, and purchase orders in ERP / CMMSMaintain vendor master data, licenses, compliance documents, and contractsObtain, track, and validate supplier quotations before PO issuanceTrack PO status, deliveries, lead times, and critical materialsCoordinate with Storekeeper on receipt, GRN, and discrepanciesResolve vendor delivery, documentation, and invoicing issuesSupport emergency and breakdown procurementAssist in project and shutdown procurement planningSupport supplier onboarding, evaluation, and performance trackingDocument Control & Records ManagementEstablish and maintain document control systems for project, operations, HR, and procurement recordsRegister, classify, distribute, and track all incoming and outgoing documentsMaintain document registers, version control, and approval workflowsEnsure compliance with regulatory, contractual, and company documentation requirementsCoordinate document submissions with contractors, vendors, and departmentsMaintain audit-ready electronic and hard-copy archivesSupport internal and external audits by providing complete and accurate recordsControl retention, archiving, and disposal of recordsExecutive & Office AdministrationManage calendars, meetings, travel, and correspondence for Plant ManagerPrepare meeting agendas, minutes, reports, and presentationsTrack action items and follow-ups from management meetingsCoordinate site visits, training sessions, and company eventsArrange travel and hotel bookings for employees and visitorsSupport inter-department communication and coordinationHandle confidential and sensitive information professionally 1.3 Educational/Professional Qualifications/Training CertificationsBachelor’s degree in business administration, Supply Chain, or related fieldISO Documentation Certification 1.4 Job Experience & Software Competencies5-7 years’ experience in HR administration, procurement admin, or document controlExperience in industrial, power, EPC, or infrastructure projects preferredStrong knowledge of UAE Labor LawProficient in MS Office (Excel, Word, PowerPoint, Outlook)Experience with:HRIS / Payroll systemsERP / Procurement modulesDocument management systems (SharePoint, Teams, etc.)1.5 Core CompetenciesSafety Focus: Complies with all HSE rules and maintains safe, organized work practicesHR Administration: Accurate handling of employee data, payroll inputs, and complianceProcurement Execution: Proper processing of PRs, RFQs, POs, vendor records, and deliveriesDocument Control: Strong control of records, versioning, traceability, and audit readinessOrganization & Time Management: Manages multiple priorities and deadlines effectiveAttention to Detail: High accuracy in data, contracts, records, and reportsAccountability: Owns assigned tasks, meets deadlines, and escalates issues when neededAdaptability – Works under pressure and responds to changing operational prioritiesTeamwork & Collaboration: Supports Finance, HR, Operations, and Maintenance teamsCommunication: Clear, professional written and verbal communicationConfidentiality & Integrity: Handles sensitive employee, commercial, and company data responsibly