Documentation Controller

About the Balqees Welfare Foundation:

Balqees Welfare Foundation (BWF) was set up for the public benefit and the relief of those in need - either because of youth, age, ill-health, disability, financial hardship or any other disadvantage in Pakistan.

OUR MISSION

Balqees Welfare foundation is operating with the mission to feeds the unwell and disadvantaged, supports the education and care of young people, and helps people deal with the effects of poverty in Pakistan.

We are for humanity - secular and non-political.

VISION

For the public benefit and relief of those in need, by reason of age, ill health, disability, financial hardship, or any other disadvantage in Pakistan with the provision of financial or material aid through the provision of grants to individuals and Organizations.

VALUE

• Equality: We believe that the lives of all human beings are of equal value.
• Respect: We affirm the dignity, potential, and contribution of participants, donors, partners, staff, and volunteers.
• Integrity: We act consistently with our mission, being honest and transparent in what we do and speak.
• Partnerships: We work together effectively to serve the larger community.
• Quality: We constantly challenge ourselves to the highest levels of learning and performance to achieve greater impact.

OBJECTIVE

Balqees Welfare Foundation remains unwavering in its commitment to create transformative change in the lives of the underprivileged.

Title of the Position: Documentation Controller

Position Overview:

The Documentation Controller will be responsible for managing, organizing, and maintaining all project-related documentation for the BWF's construction projects. This role ensures that records are accurate, up-to-date, easily accessible, and compliant with donor, regulatory, and organizational requirements. The Documentation Controller will act as the custodian of all official construction-related documents including contracts, drawings, specifications, permits, reports, and correspondence.

Key Responsibilities:

1. Document Management & Control

• Establish and maintain an effective document control system for construction projects.
• Receive, review, log, track, and distribute construction-related documents (drawings, contracts, BOQs, site instructions, change orders, RFI, etc.).
• Ensure proper version control and secure archiving of all documents (both soft and hard copies).
• Maintain confidentiality and security of sensitive documents.

2. Compliance & Standards

• Ensure documentation complies with donor requirements, organizational policies, and local regulatory standards.
• Support audit processes by providing accurate and organized documentation.
• Prepare and maintain project document registers (incoming/outgoing documents, drawings, and correspondence).

3. Coordination & Communication

• Liaise with site engineers, contractors, consultants, and internal teams to ensure timely submission and circulation of documents.
• Coordinate with procurement, finance, and project teams for record alignment.
• Facilitate smooth information flow between project office and head office.

4. Reporting & Support

• Generate regular reports on documentation status for management review.
• Assist in preparing documentation packages for donors, government authorities, and internal monitoring.
• Support project close-out by compiling and submitting as-built drawings, completion reports, and handover documents.

Qualifications & Skills:

• Bachelor's degree in Civil Engineering, Project Management, Business Administration, or related field (Diploma holders with relevant experience may also apply).
• 2–4 years of experience in document control, preferably in construction or NGO/development sector.
• Knowledge of construction documentation (contracts, drawings, permits, BOQs).
• Strong organizational and record-keeping skills.
• Proficiency in MS Office Suite (Word, Excel, PowerPoint) and document management systems.
• Familiarity with AutoCAD/PDF Markup tools is an advantage.
• Attention to detail and ability to work under pressure.
• Strong communication and coordination skills.

Key Competencies:

• Accuracy and attention to detail.
• Ability to handle confidential information.
• Teamwork and collaboration.
• Time management and multitasking.
• Problem-solving mindset.

Location: Islamabad, Pakistan

Job Type: Full-time

Work Location: In person