File Controller

Role Purpose

Provide administrative support and perform various clerical tasks to ensure the smooth functioning of an organization or
department along with handling routine and administrative duties, allowing other team members to focus on their core
responsibilities.

Key Accountabilities

Operational Direction
 Execute accurate data entry tasks, diligently maintaining records to uphold precision and organization within the
information management system.
 Oversee filing and document management processes, guaranteeing that records and crucial paperwork are
meticulously organized for effortless retrieval and compliance.
 Supervise incoming and outgoing correspondence, including emails, letters, and phone calls, to ensure smooth
information flow and effective communication within Nesma & Partners.
 Monitor file integrity and security measures to safeguard against unauthorized access and potential data breaches.
 Coordinate with various departments to streamline file-sharing protocols and enhance collaboration across the
organization.
 Implement version control procedures to track and manage changes, ensuring the accuracy and consistency of file
data.
 Troubleshoot and resolve file-related issues promptly to minimize disruptions and maintain system functionality.
 Conduct periodic file audits to assess compliance with data management policies and recommend improvements
for optimization.
 Collaborate with IT teams to implement and update file storage solutions that align with technological
advancements and organizational needs.
 Educate users on file management best practices, promoting efficient utilization of resources and adherence to
security protocols.
 Continuously optimize file storage systems and workflows to enhance overall efficiency and support the
organization's strategic objectives.
Policies, Systems, Processes & Procedures
 Follow all relevant office support processes, policies, standard operating procedures, and instructions so that work
is carried out in a controlled and consistent manner.
 Demonstrate compliance with the organization’s values and ethics at all times to support the establishment of a
value drive culture within the organization.
Continuous Improvement
 Contribute to the identification of opportunities for continuous improvement and sustainability of systems,
processes and practices considering global standards, productivity improvement and cost reduction.

Quality, Health, Safety & Environment (QHSE) Management
 Conduct all activities in a safe and environmentally responsible manner in compliance with internal policies and
guidelines.

Reporting
 Assist in the preparation of timely and accurate reports to meet office support requirements, policies, and quality
standards.

Key Accountabilities

Key Accountabilities

Key Accountabilities

Key Accountabilites

Key Accountabilities

Technical Essential

Education/Certification
 High School/Vocational Diploma or equivalent.
Experience
 0 - 4 years’ related experience in roles within similar positions.
Languages
 English
Skills
Regulatory Compliance, Administrative Assistance, Customer Service, Confidentiality &
Data Privacy, Quality Control, Document Control.

Techical Preferred

Languages
 Arabic

Behavioral Essential

Skills

Action Oriented, Ensures Accountability, Collaborates, Communicates Effectively, Self-
Development, Situational Adaptability.