PROJECT SECRETARY

PROJECT SECRETARY

JOB PURPOSE

The Project Secretary delivers complete administrative and secretarial support to the Project Team to ensure effective coordination of day-to-day Project activities. This position manages correspondence, arranges meetings, supports documentation organization, and maintains precise records, while actively promoting adherence to QAFCO’s Occupational Health & Safety, Environmental, Energy, and Quality standards.

KEY ACCOUNTABILITIES

Management Systems

• Knowledge of QAFCO Integrated Management Systems (Quality; Environment; Occupational Health & Safety; Responsible Care; & Energy Management Systems and IFA Product Stewardship)

• Adhere to all applicable QAFCO Integrated Management Systems policies and procedures

• Ensure QAFCO and Project HSEQ requirements remain the top priority and are actively implemented in Project day to day activities.

QAFCO Strategy

• Understand QAFCO’s Vision, Mission, Strategic Map & Core Values.

Adherence

• Awareness of QAFCO and Major Projects-specific Quality requirements and compliance with all relevant policies and procedures

• Thoroughly understand the Project Information Manual (PIM) and its procedures governing the Project Management System, ensuring strict compliance

Managing Activities

1. Meeting Coordination & Support

• Plan and coordinate internal and external Project meetings, including logistics, venue arrangements, calendar invitations, and virtual meeting tools.

• Prepare and distribute meeting agendas, minutes, and action item trackers in a timely and professional manner. • Monitor action items with the relevant responsible parties to ensure timely closure and reporting to Project leadership.

• Maintain a centralized repository of meeting records for audit and reference purposes.

2. Administrative & IT Support

• Provide end-to-end administrative assistance to the Project Team, including travel arrangements, expense claim coordination, timesheet support, and procurement of office supplies.

• Keep updated contact lists, organizational charts, and Project Team rosters to support coordination and communication.

• Coordinate the onboarding of new Project Team members, including access provisioning, documentation, and orientation logistics.

• Handle secretarial responsibilities for the Project Team, ensuring prompt management of correspondence, filing, and document formatting.

• Ensure office resource readiness and maintenance, including stationery, printers, scanners, plotters, and IT equipment availability.

• Assist Project Team members with IT-related requirements, including troubleshooting, coordination with IT support, and configuration of online collaboration tools.

• Administer tools used for online meetings and conference calls (e.g., Teams, Zoom), ensuring reliable connectivity and appropriate access.

• Manage access rights to local servers by coordinating with IT and ensuring approvals are secured from the Chief Major Projects Officer.

• Perform routine checks and cleanup of the Major Projects Execution Server (SharePoint and local servers), ensuring correct file structure, naming conventions, and archival practices.

3. Compliance & Governance

• Ensure all administrative activities follow QAFCO Project governance procedures, including signature matrices, approval workflows, and document control requirements.

• Maintain confidentiality and integrity of sensitive Project information, ensuring secure handling and restricted access where required.

• Contribute to audit readiness by keeping administrative and Project documentation organized, traceable, and compliant.

4. Coordination & Interface Management

• Serve as the administrative coordination contact between the Project Team and external stakeholders (EPCC Contractors, Subcontractor).

• Coordinate with QAFCO HR, Finance, and IT departments to meet Project-related administrative requirements and resolve cross-functional issues.

• Support logistics for Site visits, workshops, stakeholder engagements, and other Project events, including travel, access permits, and hospitality arrangements.

5. Continuous Improvement & Support

• Identify and implement opportunities to streamline administrative processes, improve documentation workflows, and strengthen coordination efficiency.

• Maintain and update administrative templates, checklists, trackers, and logs to enable consistent and standardized Project execution.

• Provide backup support to other administrative roles during peak periods, absences, or special assignments to ensure operational continuity.

EDUCATIONAL QUALIFICATION & EXPERIENCE

Qualification

Higher Secondary School (12 years)

Diploma (12+2 years)

Advanced Diploma/Equivalent (12+3 years)

Bachelor's Degree (12+4 years)

Professional Certification (Please specify)

Other Qualification (Please specify)

Remarks

Minimum 7 years' relevant work experience, with at least 3-5 years in in major projects