Job Summary
Supervise a team maintaining, organizing documents either for a project, department or for entire organization. Establishing & 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
Principal Accountabilities
Job Responsibilities 2
1. Prepares and control the Overall Department / Projects Budget & Objectives with strategic planning to achieve targets by assigning KPI’s for each individuals of Document Control Department
2. Establish , implement & Maintain the Document Management System in compliance with regulatory, quality, internal & external party’s requirements for corporate level & project base by defining Standard Formats, Approval & Review Flows, Identifying System, Distribution Matrix, Traceablity, Retrieving & Archiving Policies.
3. Directly liaise with Client / Consultant to Set clear expectations of Documentation for Project Handling & Handing Over, establish a procedural framework and demonstrate the same through presentation, prior to implementation.
4. Recognize issues, advise and confer with leadership and project team on matters affecting projects records, documents and deliverable products.
5. 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."
6. Ensure the Project Team members are provided with adequate training and support to enable them to successfully 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
7. Supporting audits (Internal, External, 3rd Party) in order to verify the regulatory and quality requirements have been met.
8. Verify the project’s deliverables submitted by the Consultant / Contractor for its correctness and completeness as per company standard and procedures
9. Maintaining library for Safekeeping & 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 & Soft Copy in manner of immediate retrievable after project close out.
10. Performing operational responsibilities by Planning the Mobilization / Demobilization of all Document Controllers Preparing & Maintaining the ORG Chart for Document Controllers of all sites and assigning the Job responsibilities to all Document Controllers by providing work direction with flow charts
11. 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.
12. Allocate/ transfer, and assign suitable work or line of responsibilities to the DC Team and provide guidance when necessary.
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 role.
Job Experience
Total 11 year(s) On Job 5 year(s) GCC 3 year(s)
Competencies
Collaboration
Accountability
Resilience
Quality
Leadership
Creates Strategy - Developing
Drives Performance - Developing
Develops Future Leaders - Developing
Certified Records Manager (CRM) L3
Backup and recovery L3
Records Management L3
Data Security L3
Document & Record Control L3
Education
Bachelor's Degree in Business Administration or any related field
Power International Holding (PIH) is a diversified business conglomerate, grouped into 5 main sectors: General Contracting, Agro-Food Industries, Real Estate Development, Lifestyle (Hospitality, Entertainment & Catering) and General Services. To ensure the sustainability and success of each businesses within the various sectors, we are committed to providing every entity with the tools and resources together with the central functional support to enable development and growth. We work in specialization, to ensure that each business strives to achieve the organization’s objectives and goals. Grouping is done through focus and trade excellence of organization leaders who proactively work together in multi-disciplinary groups, ensuring that each business thrives and flourishes.
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