Specialist – Document Control

Job Description

Job Description

Serve as ADPORTS /ETS/KIZAD/Zones Corp/Other clusters & focal point in all Projects Documentation.

Responsibilities

• Specialized in Electronic Document Management Systems.
• Software/System evaluation provided strategic guidance on procurement decisions.
• Meeting with the Project team/management/IT for the EDMS system structure.
• System/user acceptance testing and advice best practices.
• Installing, Configuring, Administering, and Managing EDMS System.
• System implementation/Go Live support.
• System training for all the stakeholders.
• Standardizing Policies and Procedures, Document Process Flow, Document Numbering System.
• Periodic review of EDMS system, and process/procedures/workflows.
• Close coordination with the project team for the document approvals and confirm that site teams are working with the latest approved documents/latest information.
• Data/Records Management, Retention Management, Project folder structure, and Achieve Project/Program Documents.
• Conduct periodic audits of project files for compliance with documentation.
• Lead the Document Control Department.
• Initiate the KPIs for the DC team.
• Conduct the DC’s Team appraisals.
• Develop & Maintain Document Management Process & Procedures to ensure an adequate Document Control System is in place.
• Revise procedures as the process change.
• Attend the project kickoff meeting to highlight the DC role and the EDMS system progression.
• Deliver an orientation for the document control policies and procedure to all onboard contractors/consultants
• Form and update the (DDM) Document Distribution Matrix.
• Setup new Projects and Contracts on the EDMS System.
• Create & Manage System user accounts, access permissions, and user groups with the support of IT.
• In IT tasks, playing a key role in data migration from one to another system.
• EDMS admin/technical support.
• EDMS users’ training.
• Develop and Maintain System Online Training Materials including Video Tutorials.
• Report any major issues to the EDMS technical support team via the “WAO-Work As One” portal for a solution.
• Assist business owners & IT to bring new business requirements to EDMS.
• Enhance the EDMS system by providing suggestions/ideas for any process improvement or gaps identified.
• Continuously provide support to the EDMS technical team and IT for system upgrades.
• Contribute to developing the business process forms and its process for the ETS departments within the EDMS.
• Modify existing and create a new dashboard and summary reports in EDMS.
• Prepare and issue periodic project reports for the ETS Management documentation and submitting to the management for their review and highlighting of any overdue action and issues.
• Provide comprehensive administrative support to functional departments and projects team.
• Ensure the document control system meets the OGSM requirement (Objectives, Goals, Strategies, and Measures).
• Responsible for EDMS and Document Management Orientation for newly awarded contracts to contractors and consultants.
• Establishing Communication with the Contractor / Consultant Document Controller at beginning of the Project and sharing the Project Documentation numbering procedure and all the standard project document templates
  

Qualifications

University Bachelor’s Degree Holder

Strong knowledge of Electronic Document Management System (EDMS)

Proficient in Microsoft Office Programs (Word, Excel, Outlook, etc.), Adobe Professional, and others.