Jano Polvos-NEOM Approved

• Responsible for managing all project documentation, ensuring accurate recording, distribution, and tracking of incoming and outgoing documents. Work closely with Project, Construction, and Technical Directors, managers, supervisors, engineers, office staff, and clients to maintain smooth communication and document flow.

• Receive, register, and distribute incoming documents to relevant project team members, including the Project Director, Construction Director, Technical Director, managers, supervisors, engineers, and office staff.

• Prepare, review, and issue outgoing documents, ensuring proper authorization and tracking.

• Maintain a comprehensive filing system (physical and electronic) to ensure all project documentation is easily accessible.

• Track document revisions, updates, and versions to maintain document integrity and avoid duplication or errors.

• Monitor document status and ensure timely responses or approvals from internal teams and clients.

• Coordinate with clients and external stakeholders for document submission and retrieval.

• Ensure compliance with company policies, project requirements, and regulatory standards for document management.

• Support project teams with document-related queries and provide regular reports on document control status.

• Assist in the preparation of document packs for meetings, audits, and project reviews.

• Manage the Submittals of Documents and Reports into ACONEX: QAQC Engineering, HSE and
Environmental Departments. Print, Scan and upload paper documents onto KELLERS OneDrive
folder for final review by QA/QC Manager, Lead QC Engineer, QC Supervisor and Senior Engineer
before submission in Aconex.
• Print and distribute documents as needed by the Engineers.
• Prepares and combine all the documentation of Work Inspection Requests (WIRs) such as
Inspection & Test Plans (ITP), Pile Type P2 - 1500mm x 55m, Photographic Records, Survey
Report, Cage Full - Bending Schedule, Bored Piling Record, Drawing of Daily Piling Progress Plan,
Pile Schedule, Polymer Plant Daily Inspection Checklist, Slurry Quality Record and Checklists,
Third Party Lab Concrete Testing Report, Aces Sampling Mixed Concrete Report, eSig nature.
• Consolidate and combine all the reports needed in Work Inspection Requests (WIRs) E.g.
Durability and Chemical Test at 7 and 28 Days, etc.
• Disseminates Minutes of Meeting to the Manager and DC Team during DCC Weekly Meeting.
• Attend the Document Control Weekly Meeting of all the Contractors working on NEOM THE LINE
PROJECT.
• Updates log of documents both submitted and received in Aconex.
• Maintain confidentiality regarding sensitive documents.
• Assisting in the preparation of Material Inspection Requests (MIRs) documents as needed by Lead
QC Engineer.
• Assisting in the preparation of Method Statement (MST) documents as needed by QC Supervisor.
• Ensuring that Engineering Procedure and General Guidelines; Project Document Numbering and
Revision Procedure are followed and implemented as per Neom Standard.
• Coordinate the Lead QC Engineer about the reports submitted in
• Aconex with code A - Work May Proceed, B-Incorporate Comments-
• Proceed and C- revise and resubmit - Do not Proceed for the revision of documents to be
resubmitted in Aconex.
• Update the Pile Tracker Sheet of Daily QC Activity.
• Updates Comments Resolution Sheet for the resubmission of new revision of documents.
• Updates the WIR Log and MIR Log
• Assisting in the preparation of the Daily Progress Report by attaching relevant information required.
• Assisting in the preparation of The Provision of Technical Support - MODULE 42 by proving the
information and the status of documents available in Aconex.

• Perform various clerical tasks, including organizing files, preparing documents, and managing
office supplies.
• Handle incoming and outgoing communications, such as phone calls, emails, and letters,
ensuring timely responses and appropriate routing.
• Received employees concerns or inquiries and coordinate them to the person in-charge for
immediate action.
• Maintain and update filing systems, both physical and digital, to ensure easy access to important
documents.
• Print, scan and Maintain contact Information lists
• Maintain confidentiality regarding sensitive information.
• Receive visitors and direct them to the person concerned.
• Preparing and editing letters, reports, memos, and emails
• Disseminate memorandums to the employees.
• Monthly monitoring of vehicle maintenance
• Checking and monitoring employees attendance.
• Coordinating with finance for employees iqama renewal

• Performs job functions consistent with the Institutions vision mission statement, core values.
• Receives visitors to the work unit, assesses and responds to their needs by providing basic
information on services, processes, procedures and guidelines relative to the functions of the work
unit; direct the visitors to the proper parties if concern are beyond ones jurisdiction and/or authority.
• Communicates with clients, employees, and other individuals to answer questions, to disseminate
or explain information, and to address complaints, answer telephones, directs calls to and takes
messages for person concerned.
• Open, sorts, and routes incoming correspondence and related documents.
• Dispatches and records outgoing communication and releases documents requested from the
office with the superiors approval.
• Composes and types/encodes, formats, proofreads, and edits routine correspondence,
memoranda, reports, statements, and other similar materials in accordance with instructions from
and subjects to review of superiors.
• Gathers, retrieves and records statistical information and other relevant data for inclusion in reports;
computes, records, and proofreads data, and other information, such as records or reports; assists
with the maintenance of databases for information systems in the department.
• Extends administrative and clerical support such as processing of transactions, data collection and
collation, and provision of logistical support on projects and activities being undertaken by the office
with functions and specific tasks particular to the office or work area assigned.
• Completes work schedules, manages calendars of activities with the department, and arranges
appointments as applicable. Assists in the preparation of logistical requirements including venues
and facilities for programs and activities initiated and implemented by the department.
• Acts as document custodian for the office, complies, sorts and maintains records of transactions
and office activities of the work unit; organizes, maintains, updates, and/or confidentiality of
classified information.
• Retrieves files, records, and other documents to obtain information to respond to request.
• Maintains supplies requirements of the work unit by anticipating places orders by preparing
requisition forms; verifies receipt of
• requested supplies and materials; maintains stocking of items and issues supplies to workstations.
• Assists in maintaining cleanliness, order, and safety in the workplace.
• Consolidates work outputs, results, and accomplishments into monthly and annual performance
reports and submits these as well as other required reports to the superiors in the organization.
• Attends internal and external institutional activities such as spiritual formation, committee meetings,
general assemblies, conventions, convocations, programs, and special activities.
• Attends training programs and learning sessions for the enhancement of professional, technical,
and personal proficiencies.
• Performs such other assigned functions that are analogous, germane r related to and/or implied
from the preceding enumeration of duties and responsibilities.

• Checking and monitoring employees attendance
• Answering in-coming telephone calls
• Receiving in-coming documents including Application letter, Job
• Opening from other companies, etc.
• Posting job vacancies
• Informing applicant of date of examination and interview.
• Preparing and Monitoring Job Requisitions
• Requesting office supplies and materials
• Encoding job evaluation of employees
• Assisting during the Orientation Program for new employees
• Encoding Job Description of employees
• Preparing Service Renewal and Clearance of the Employees
• Releasing employees records upon request
• Representing the Office during the Job Fair and conducting initial interviews of applicants.