Project Secretary / Document Controller

We are looking for an experienced Project Secretary / Document Controller who will become part of our site-based team at the Bacoor Reclamation and Development Project in between the Cavitex highway and Bacoor City, Metro Manila, Philippines, overseeing the construction of a landmark reclamation project. The expected project duration is 2 years, and the position is for 23 months. Are you interested, then you may be the candidate that we are looking for! Read on!

What you will do as Project Secretary / Document Controller

Overall Purpose of Role:

• Reporting directly to the Engineer’s Representative and undertaking administrative tasks, ensuring smooth running of the project activities, and supporting the entire site supervision team to allow them to work efficiently
• Ensuring flow, completeness, and integrity of all information incoming and outgoing (documents, drawings, files, etc.) in the various electronic platforms used by the team
• Ensuring that all state-of-the art electronic document control system is in place
• Actively managing all project information through Digital Ways of Working
• Coordinating with Haskoning head office and other projects on all relevant company matters

General Responsibilities:

• Maintain the common data environment, file storage, naming, and workflows
• Maintain other information sharing platforms (i.e. SharePoint, Teams, paper, etc.)
• Set up and maintain project templates and forms
• Manage workflows and authorizations to ensure document review and approved by authorized personnel prior to release
• Update documents as necessary and ensure re-approval prior to use
• Ensure changes and current revision status of documents are identified
• Ensure relevant versions of applicable documents are available at points of use
• Ensure documents remain readily identifiable and retrievable
• Ensure documents of external origin are identified and their distribution controlled
• Prevent unintended use of obsolete documents
• Check on outstanding and overdue tasks and follow up with the persons involved
• Draft documents under the supervision of others i.e. minutes of meeting, reports, procedures, schedules, etc.
• Assist in the monitoring of financial progress, petty cash control, invoicing to clients, and payments to suppliers, etc.
• Carry out all other administrative works that may be assigned by the project manager or required by the company from time to time in the course of the business
• Join project meetings to support RHDHV senior staff as and when needed and taking minutes of meetings for finalization by the project team

Where you will work

At Haskoning, you will join an independent, employee-owned international consultancy that combines engineering, design, and consultancy services with software and technology. Our mission, "Enhancing Society Together," drives us to create a positive impact on the world.

We offer purpose-driven and challenging work in diverse international projects, leveraging our 140+ years of expertise. With over 6,800 employees in more than 25 countries, we work together to turn challenges into opportunities and make a real impact on society. We collaborate with leading clients in markets such as infrastructure, climate resilience, renewable energy, decarbonization of industry, and sustainable mobility.

Our team consists of around 70 colleagues, based in Metro Manila and across project sites. As a team, we excel in a wide variety of services and skills in the fields of climate resilience and maritime developments. Our clients range from governmental, development institutions to private developers and we provide them with a range of services throughout the various phases of a project: from inception, through master planning, feasibility, design, all the way to construction management. Our projects are in the Philippines, but we also provide support within the region and globally.

The project involves dredging and reclamation works for the Bacoor Reclamation and Development Project (BRDP) at Bacoor, the Philippines. Haskoning is the engineer of the project and is supervising the dredging and reclamation works undertaken by a contractor based on a FIDIC Construct Only type of contract. You will become part of the BRDP Construction Management and Supervision team led by an international experienced Engineer’s Representative supported by 14 inspectors, surveyors, and engineers. Read more about our projects Philippines

What you bring

Profile and Competencies:

• Experience in electronic document control systems
• Experience in Microsoft Office suite
• Process-oriented and can work with minimal supervision
• Excellent in oral and written communication in English
• Analytical, self-exploring in finding solutions to problems
• Detail orientated and critical towards own work
• Pro-active and open in communication
• Trustworthy and adaptable

Qualifications and Experience:

• Graduate of any four-year course, computer or engineering background is a plus
• Around 5-10 years work experience as document controller and admin related jobs
• Available in short notice
• Available full-time

What we offer you

At Haskoning, you will collaborate with an engaging and supportive team, enabling you to develop your skills and competencies. Additionally, we offer:

• A creative, digital, and dynamic environment
• Work with passionate, dedicated, and supportive colleagues
• A market competitive salary and healthcare benefits for you and your family
• Organized team events designed to enhance team spirit and collaboration
• Lifelong learning by offering you plenty of training & development opportunities (example: access to LinkedIn learning or taking part of learning weeks organized by our HR Talent Management team or external trainings)

Are you our new colleague?

We would like to meet you! Click on the apply button and upload your resume and motivation letter. After receiving your application, we will contact you as soon as possible. The application process then consists of 2 interviews. Are we all enthusiastic after this? Then you will receive an offer from us, and we are happy to welcome you on board! If you have questions regarding the vacancy, please feel free to contact Michelle Spoor (lead recruiter of Water and Maritime NL and Philippines) at [email protected]. Due to the privacy law, please submit your application via the apply button and not via email.

At Haskoning, we are committed to fostering a diverse and inclusive workplace where everyone feels valued, respected, and empowered. Our mission of "Enhancing Society Together" drives us to create an environment that embraces each individual’s unique background, identity, and perspective. Regardless of your experience, background, age, gender, or other personal characteristics—you are welcome here. We believe that diversity makes us stronger and that an inclusive culture gives everyone the opportunity to grow and contribute. Read more about our ED&I initiatives on our dedicated webpage. Equality, diversity & inclusion

Acquisition for this vacancy by agencies is not appreciated and offered candidates will not be taken into consideration.