Rapid Access
Document Controller
Dubai
The Role
MAIN PURPOSE OF JOB: The Document Controller will be primarily responsible for the compliance review of documents against applicable laws and regulations and internal Rapid Access policies Reporting into the Regional Tax Governance and Statutory Manager, the primary objective of the document Controller is to maintain review and highlight inconsistencies in the contract management framework of the Middle East Rapid Access entities. Key duties will include document management, control and tracking, organization and storage, quality assurance, access and retrieval, reporting and security.. The role holder will have organizational abilities beyond average and will be able to demonstrate a proven ability to identify and manage risks arising from contract management. They will also have an in-depth understanding of data rules and regulations and data privacy applicable laws. KEY RESPONSIBILITIES: • Document Management: Creating, reviewing, updating, distributing, and archiving electronic and hard copy documents. • Control & Tracking: Managing document versions, ensuring proper numbering, and controlling modifications throughout the document lifecycle. • Organization & Storage: Filing, sorting, and maintaining secure storage for all project and company documents. • Quality Assurance: Performing checks for accuracy, completeness, and compliance with organizational standards. • Access & Retrieval: Providing timely access to necessary documents for internal and external stakeholders. • Reporting: Maintaining document registers and generating status reports or KPIs. • Security: Implementing measures to protect sensitive information and ensure confidentiality. • Audit Management: o Assist with both external and internal tax audits, including collating and preparing the necessary documentation. Prepare and review responses, and where applicable liaise with internal & external auditors o Perform depot audits in all GCC Rapid depots o Assist in preparation of Risk assessment and Risk Registers processes o Assist in the follow-up with on-going audits and findings implementation o Prepare status reports on on-going internal and external audits and monitor the implementation status of previous findings o Review gaps in internal controls and assist in preparation of policies and procedures to address the control gaps • Safety: Responsible for understanding and practicing appropriate safety procedures as follows: o Act as safely at work as you would elsewhere, if not more so o Use the tools available to you to maintain a safe environment o Participate in the safety training programme to educate yourself on hazards, safety practices, and rules o Communicate about unsafe practices and conditions o Always follow safety rules and regulations
Requirements
QUALIFICATION AND EXPERIENCE REQUIREMENTS: The chosen candidate will meet ALL the essential criteria below: ESSENTIAL • Skills: Exceptional attention to detail, strong organizational skills, data management, proficiency with MS Office/Excel, and experience with EDMS (e.g., SharePoint). • Experience: Managing technical, project, or corporate documentation. • Attributes: Proactive, collaborative, reliable, and able to maintain confidentiality. DESIRABLE • Industry data privacy certifications e.g. IAPP's CIPP (regional focus), ISACA's CDPSE (technical focus), and specialized programs like Certified Data Protection Officer (CDPO) (DPO role), CDP (Data Protection), and ISO 27701 (frameworks). • Exposure to contract management frameworks • Experience with Data Privacy laws • Experience with GCC commercial laws
About the company
Established in 1996, Rapid Access is the market leader for powered access solutions in the Middle East and part of world's 3rd largest rental company, Loxam Group. We hold the largest and most diverse selection of access equipment in the GCC ensuring availability and the right equipment for every application. In addition to equipment hire and sale, we offer working at height consultancy, training and a unique range of material handling attachments and safety systems which increase the efficiency and safety of working at height.
MAIN PURPOSE OF JOB: The Document Controller will be primarily responsible for the compliance review of documents against applicable laws and regulations and internal Rapid Access policies Reporting into the Regional Tax Governance and Statutory Manager, the primary objective of the document Controller is to maintain review and highlight inconsistencies in the contract management framework of the Middle East Rapid Access entities. Key duties will include document management, control and tracking, organization and storage, quality assurance, access and retrieval, reporting and security.. The role holder will have organizational abilities beyond average and will be able to demonstrate a proven ability to identify and manage risks arising from contract management. They will also have an in-depth understanding of data rules and regulations and data privacy applicable laws. KEY RESPONSIBILITIES: • Document Management: Creating, reviewing, updating, distributing, and archiving electronic and hard copy documents. • Control & Tracking: Managing document versions, ensuring proper numbering, and controlling modifications throughout the document lifecycle. • Organization & Storage: Filing, sorting, and maintaining secure storage for all project and company documents. • Quality Assurance: Performing checks for accuracy, completeness, and compliance with organizational standards. • Access & Retrieval: Providing timely access to necessary documents for internal and external stakeholders. • Reporting: Maintaining document registers and generating status reports or KPIs. • Security: Implementing measures to protect sensitive information and ensure confidentiality. • Audit Management: o Assist with both external and internal tax audits, including collating and preparing the necessary documentation. Prepare and review responses, and where applicable liaise with internal & external auditors o Perform depot audits in all GCC Rapid depots o Assist in preparation of Risk assessment and Risk Registers processes o Assist in the follow-up with on-going audits and findings implementation o Prepare status reports on on-going internal and external audits and monitor the implementation status of previous findings o Review gaps in internal controls and assist in preparation of policies and procedures to address the control gaps • Safety: Responsible for understanding and practicing appropriate safety procedures as follows: o Act as safely at work as you would elsewhere, if not more so o Use the tools available to you to maintain a safe environment o Participate in the safety training programme to educate yourself on hazards, safety practices, and rules o Communicate about unsafe practices and conditions o Always follow safety rules and regulations
Requirements
QUALIFICATION AND EXPERIENCE REQUIREMENTS: The chosen candidate will meet ALL the essential criteria below: ESSENTIAL • Skills: Exceptional attention to detail, strong organizational skills, data management, proficiency with MS Office/Excel, and experience with EDMS (e.g., SharePoint). • Experience: Managing technical, project, or corporate documentation. • Attributes: Proactive, collaborative, reliable, and able to maintain confidentiality. DESIRABLE • Industry data privacy certifications e.g. IAPP's CIPP (regional focus), ISACA's CDPSE (technical focus), and specialized programs like Certified Data Protection Officer (CDPO) (DPO role), CDP (Data Protection), and ISO 27701 (frameworks). • Exposure to contract management frameworks • Experience with Data Privacy laws • Experience with GCC commercial laws
About the company
Established in 1996, Rapid Access is the market leader for powered access solutions in the Middle East and part of world's 3rd largest rental company, Loxam Group. We hold the largest and most diverse selection of access equipment in the GCC ensuring availability and the right equipment for every application. In addition to equipment hire and sale, we offer working at height consultancy, training and a unique range of material handling attachments and safety systems which increase the efficiency and safety of working at height.
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