Senior Document Control Manager

Job description

Job Summary

The Senior Document Control Manager supervises a team maintaining, organizing documents either for a project, department or for entire organization.
Establishing and maintain a configuration management system capable of meeting regulatory, quality and
Company requirements for documentation, including being watchful of documents moving in and through the
organization to validate correct processing.

Conducting periodic “spot audits” or “over-the-shoulder-reviews” of a
functional group’s document control dept.; and for providing document control training to seek collaboration and
cooperation of the functional groups.

Committed to maintain confidentiality as per Company policies and
procedures.

Job Responsibilities 1

Promote, set up and implement document control department and system, making it appropriate to the needs of the Company and through the projects lifecycle.

Directly liaise with Client / Consultant to identify document control requirements and demonstrate the same through presentation, prior to implementation.

Lead training and employee improvement/development for Document Control team with a view toward maximizing competency, efficiency, and retention.

Maintain and manage document control department budget for staff deployment and equipment.

Prepares and control the Overall Department / Projects Budget and Objectives with strategic planning to achieve targets by assigning KPI’s for each individuals of Document Control Department

Establish , implement and Maintain the Document Management System in compliance with regulatory, quality,

internal and external party’s requirements for corporate level and project base by defining Standard Formats,

Approval and Review Flows, Identifying System, Distribution Matrix, Traceability, Retrieving and Archiving Policies.

Directly liaise with Client / Consultant to Set clear expectations of Documentation for Project Handling and Handing Over, establish a procedural framework and demonstrate the same through presentation, prior to implementation.

Recognize issues, advise and confer with leadership and project team on matters affecting projects records,

Provide an interface to IT Support for Document Control issues, which include process enhancements to existing software, developing recommendations for new hardware and/or software that may benefit the Document Control environment.

In general, identify trends and recommend “best practices.

Ensure the Project Team members are provided with adequate training and support to enable them tovsuccessfully use the procedure and systems in use by the Program.

Proactively conduct “spot audits” and

“over-the-shoulder-reviews” of Project Teams to facilitate their understanding of and enhance their compliance to Document Controls procedures

Supporting audits (Internal, External, 3rd Party) in order to verify the regulatory and quality requirements have

Verify the project’s deliverables submitted by the Consultant / Contractor for its correctness and

Maintaining library for Safekeeping and Archiving of All Engineering Drawings, Close-Out Documents,

Procedures, Specifications, Reports, Confidential Documents, Memos, Other Organizational Documents and Other Concerned Correspondences for Records as Hard and Soft Copy in manner of immediate retrievable after project close out.

Performing operational responsibilities by Planning the Mobilization / Demobilization of all Document Controllers Preparing and Maintaining the ORG Chart for Document Controllers of all sites and assigning the Job

Identify the issues faced by the DC team, propose solutions, strategies and development needed in order for

the team to be more efficient at work and achieve the targets required.

Ensure to analyze, design implement and evaluate problem solutions on a need basis or quarterly basis to conduct both corrective and preventive action planning

Ensure to conduct the performance appraisal for DC Team every end of the year.

Allocate/ transfer, and assign suitable work or line of responsibilities to the DC Team and provide guidancewhen necessary.

Ensure to monitor DC team in every project site, identify staff requirements, share feedback and develop team members on a quarterly basis to help develop their competencies and maximize productivity.

Support the implementation of HSE initiatives, participate in safety awareness activities, and contribute to incident reporting and resolution in alignment with company and IMS policies

Job Responsibilities 2

Additional Responsibilities 3

Job Knowledge & Skills

Knowledge in ISO documentation standards

Knowledge in use of spreadsheets, database, word processing and selected job specific software.

In-depth knowledge of records management principles and procedures including record keeping and filing

principles and practice

Expert knowledge/understanding of regulatory requirements governing document control preferred

High level of proficiency in using a range of Microsoft Office software

ERP knowledge preferably SAP functional skills are a requirement to be successful in this roll

Job Experience

Minimum 8 year(s) working experience, 5 year(s) relevant working experience, 2 year (s) GCC is a plus

Competencies

Education

Required Skill Profession

Business Operations Specialists