Specialist, Document Control Ii
1 week ago
**1. JOB DETAILS**:
**Position Title**:Specialist: Document Control
**Broad Band**:E1: M9: Professional
**Reports to
**Department & Function:
**Job Code**:
**Date Prepared/Revised:
**Talent Pipeline Layer**:Manage Self Operational (MS)
**2. OVERALL JOB PURPOSE**:
**Manage all technical documentation flow of project management and construction staff and register in order to ensure documents control within Ma'aden standards and common engineering practices**
**3. QUALIFICATIONS, EXPERIENCE & SKILLS**:
**Qualification**:
**National Technical/Engineering Diploma
**Experience**:
**3 Years relevant experience in Mining environment
**Skills:
- **Sound knowledge of discipline processes and procedures**:
- **Meticulous attention to detail**:
- **Sound interpersonal skills and conflict management**:
- **Effective verbal and written communication skills**:
- **Excellent report writing skills**:
- **Competent in using applicable software and/or systems**:
- **Ability to follow instructions and procedures**:
- **Teamwork and ability to deal with diversity**:
- **General understanding of fundamentals of engineering principles**:
- **Coping with pressures and setbacks**:
- **Critical thinking**:
- **Sound analysis**:
- **Results driven**:
- **Sound decision making skills**:
- **Sound organising skills**:
- **Ability to cope with pressures and setbacks**:
- **Ability to adapt and respond to change**:
- **Sound working knowledge and compliance to relevant regulatory and statutory requirements**:
- **Following rules, regulations and procedures**:
- **Sound knowledge and understanding of Ma’aden codes, regulation, rules, procedures and processes
**4. KEY ACCOUNTABILITIES**:
**Focus Area**
**Operational / Functional**
**Legal**:
**1. Consistently achieve all delivery targets (e.g. tons, products, services)**
**2. Ensure all work is met through quality results (agreed standards, quality, quantity and due dates)**
**3. Cost awareness and control**
**4. Resources utilization and efficiency through optimizing available resources and contained cost**
**5. Consistently achieve all HSE targets**
- **Develop and maintain an efficient project-related document control register**
- **Expedite the review and approval of documentation**
- **Supervise the record document flow to and from all necessary parties, including clients, sub-contractors and company office/branches**
- **Issue and track location of all documents and drawings**
- **Issue transmittal letters and receipts concerning the documents in circulation**
- **Assist Project Engineers with handover of the final project documentation to the clients**
- **Compile Data Books and O&M manuals**
- **Maintain and improve current project filing system which will be accessible to both external based personnel and clients**
- **Coordinate the storage of project documentation**
- **Assist with the development of Vendor Data Processes**
- **Adhere to all HSE and housekeeping requirements**
- **Receive and issue documents under transmittal, externally and internally according to document distribution matrix**
- **Ensure that all engineering documents are well checked and submitted on time prior to the documents submission due date**
- **Ensure that all documents have no errors in filenames, revisions, submissions, etc before submitting it to the recipient department/party to avoid confusion**
- **Ensure that controlled copies of latest approved documents and drawings are given to the appropriate staff, contractors and suppliers as applicable**
- **Record and file all documentation between the projects department, contractors, suppliers & Independent construction control consultants**
- **Allocate document numbers to internally prepared documents and incoming documentation**
- **Maintain updated records of all approved documents and drawings in the Document Archive and the File Server with easy traceability**
- **Maintain the files and control logs as required by the project procedures**
**Leadership**
**1. Understand, support and live the Ma'aden vision, values and goals**
**2. Takes accountability for personal improvement, personal development, skills development and effectiveness**
**3. Takes responsibility, agree on and review personal performance goals and achievement of high performance goals**
**4. Plan, organize, control and report own work and consistently ensure that work is completed to plan**
**6. Resolve work obstacles and issues positively through problem solving and decision making**
**8. Set and work towards own performance targets and goals as per performance agreement**
**9. Identify optimisation opportunities and share new ideas regarding work
**Relationships**
**1. Fully understand and deliver on customers/partner needs and expectations through positive working relationships with all related stakeholders (internal and external)**
**2. Consistently maintain constructive relationships within the team and with all stakeholders through relationsh
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