Senior Document Control Manager

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

• Promote, set up and implement document control department and system, making it appropriate to the needs of the company & 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 & equipment.

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.

• 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.

12. Allocate/ transfer, and assign suitable work or line of responsibilities to the DC Team and provide guidance when 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.

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

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• 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

Education