Document Control Specialist
2 weeks ago
Make a difference every day
We are a multinational organisation with a global team of 50,000 colleagues. In the Middle East we operate in the Transport, Defence & Advisory sectors, delivering services in Asset Management, Customer Experience, Fire & Rescue and Air Navigation Services. We are innovators, committed to redesigning and improving public services to fulfil our purpose to impact a better future by "Bringing National Visions to Life".
Your Opportunity
We are currently bidding for a prestigious new project in Riyadh, Saudi Arabia and we are looking for a Document Control Specialist who will support the Contract Management team in the operational and management of a document management systems to enable the development of standards and procedures that are world class.
The purpose of the project under this contract is to provide consulting and management support to a Ministry in KSA with the necessary tools to manage and maintain assets and facilities, through improving activities to meet service requirements, developing business strategies that ensure reducing costs of the life cycle of assets, and improving practices to increase efficiency and effectiveness. It includes but not limited to long-term management of assets, facilities, resources and services to improve performance, reduce costs and manage the life cycle. In brief, the scope is for the provision of consulting, technical, management and administrative support for facilities and asset management works.
The Ministry is in the process of developing and executing a transformation program. This program involves transitioning from the management of operations and maintenance contracts to the management of contracts related to assets and facilities. The Ministry’ primary objective is to achieve maximum value and benefit for the life cycle of assets and facilities within their estate.
Excellent verbal and written communication skills.
A proven track record of instituting continuous improvement.
Demonstrable experience of operating and administering a document management system.
Ability to advise and consult on the use of a document management system.
Expert knowledge of Aconex document management system
Experience with large-scale Document Control Software is required
Key Accountabilities
Cascade the Program Document Management policies and procedures into the work environment
Execute specific tasks and daily routines of the Document Management Department.
Ensure Document Management procedures are adhered to.
Provide input to develop and enhance internal operating procedures where there is an input by or interface with Document Management.
Ensure consistency of Document Management working practices within the team.
Ensure the Document Management protocol and standards are followed by the Program Entities and Contractors/Consultants personnel.
Ensure the distribution of hard copy and electronic documents is carried out.
Ensure the timely generation of Document Management statistical reports.
Be capable of performing the responsibilities of a Document Controller and Technical Clerk if required.
Provide Aconex training to project personnel.
Create Aconex User Accounts for project personnel and manage User Roles.
Preparation and review of document control procedures and desk top instructions
Responsible for work assignments and supervision of Document Control department
Provides expert advice to Client representative, line management, subordinate staff on Technical Document Control activities
Review and analyse all Document Control processes to identify potential areas for improvement.
Records and Maintain all relevant project documents into Electronic Document Management System (Aconex)
Allocation of document numbers and creation of placeholders
Creation and Maintenance of Workflows
Processing of “Blue Book” for internal and client review/approval
Expedite document review/approval process
Preparation of Work progress reports
Provide Quality Assurance / Quality Control (QA/QC) audits of the hardcopy Document Control files and the electronic Document Control files. Including the formulation of building appropriate QAQC checklists and processes applicable to the document development.
Maintain a watchful and alert attitude toward Document Control, including inserting the Document Controller into Project Team meetings, developing routine reports and metrics to gauge a Project Team’s success and in general being eager and energetic towards establishing and maintaining control.
Specific Requirements
Bachelor of Science in Engineering.
At least 10 years of document control experience, with at least f5 years supporting an engineering and construction project, preferably in the public-sector.
Record of engagement with a wide range of stakeholders and wider commercial and public sector stakeholders.
Expert in use and administration of document management systems. Preferably Aconex.
Extensive experience of working internationally (preference fo
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