PROJECT SECRETARY

JOB PURPOSE The Project Secretary is responsible for providing comprehensive administrative and secretarial support to the Project Team, ensuring smooth coordination of day-to-day Project activities. The role manages correspondence, schedules meetings, organizes documentation, and maintains accurate records, while promoting compliance with QAFCO's Occupational Health & Safety, Environmental, Energy, and Quality standards.

KEY ACCOUNTABILITIES

Management Systems

- Awareness of QAFCO Integrated Management Systems (Quality; Environment; Occupational Health & Safety; Responsible Care; & Energy Management Systems and IFA Product Stewardship)
- Comply with all the relevant policies and procedures of QAFCO Integrated Management Systems
- Ensure that QAFCO and Project HSEQ requirements take the highest priority and actively implemented in Project day to day activities.

QAFCO Strategy

- Awareness of 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
- Be fully aware of Project Information Manual (PIM) and its procedures that cover the Management System of the Project and ensure strict compliance.

Managing Activities

1. Meeting Coordination & Support

- Schedule and coordinate internal and external Project meetings, including logistics, venue arrangements, calendar invites, and virtual meeting tools.
- Prepare and distribute meeting agendas, minutes, and action item trackers in a timely and professional manner. • Follow up on action items with 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 comprehensive administrative support to the Project Team, including travel arrangements, expense claims, timesheet coordination, and procurement of office supplies.
- Maintain updated contact lists, organizational charts, and Project Team rosters to support team coordination and communication.
- Coordinate onboarding of new Project Team members, including access provisioning, documentation, and orientation logistics.
- Manage secretarial tasks for the Project Team, ensuring timely handling of correspondence, filing, and document formatting.
- Oversee the availability and maintenance of office resources such as stationery, printers, scanners, plotters, and IT equipment.
- Support Project Team members with IT-related needs, including troubleshooting, coordination with IT support, and setup of online collaboration tools.
- Administer tools required for online meetings and conference calls (e.g., Teams, Zoom), ensuring smooth connectivity and access.
- Manage access rights to local servers, coordinating with IT and ensuring approvals are in place from the Chief Major Projects Officer.
- Conduct regular checks and cleanup of the Major Projects Execution Server (SharePoint and local servers), ensuring proper file structure, naming conventions, and archival practices.

3. Compliance & Governance





- Ensure all administrative processes comply with QAFCO's Project governance procedures, including signature matrices, approval workflows, and document control standards.
- Maintain confidentiality and integrity of sensitive Project information, ensuring secure handling and restricted access where required.
- Support audit readiness by maintaining organized, traceable, and compliant records of administrative and Project documentation.

4. Coordination & Interface Management

- Act as the administrative coordination point between the Project Team and external stakeholders (EPCC Contractors, Subcontractor).
- Liaise with QAFCO HR, Finance, and IT departments to fulfill 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 enhance coordination efficiency.
- Maintain and update administrative templates, checklists, trackers, and logs to support consistent and standardized Project execution.
- Provide backup support to other administrative roles during peak periods, absences, or special assignments to ensure continuity of operations.

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)

Qualified Certification (Please specify)

Other Qualification (Please specify)

Remarks

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

📌 PROJECT SECRETARY (India)
🏢 Asmacs
📍 India