Documents and Records Archivist

5 days ago

Makkah, Makkah Province, Saudi Arabia Proven Arabia Full time

Key Role: The Documents and Records Archivist will be responsible for managing and organizing all documentation and records related to the design and construction of a prestigious museum project in Mecca. This role involves maintaining a comprehensive and efficient archive system to ensure that project records blueprints contracts and other critical documents are accessible secure and preserved for future reference. The archivist will play a vital role in supporting the project s documentation needs and ensuring compliance with regulatory and organizational standards.

Responsibilities

Document Management
  • Develop and implement a structured system for the storage retrieval and management of project documentation.
  • Organize and maintain all records including design drawings contracts permits correspondence and progress reports.
  • Ensure the accurate labeling categorization and indexing of documents to facilitate easy access.
Archival Processes
  • Establish and maintain an archival system that ensures the longterm preservation of critical project documents.
  • Conduct regular audits to ensure the integrity and completeness of archived records.
  • Digitize physical records and create backups to safeguard against loss or damage.

Compliance and Standards
  • Ensure all documentation processes comply with local laws regulations and international archiving standards.
  • Maintain confidentiality and security of sensitive records particularly contractual and financial documents.
  • Support project audits by providing accurate and uptodate documentation.

Coordination and Communication
  • Collaborate with project managers engineers contractors and other stakeholders to collect and verify documentation.
  • Act as the primary point of contact for document requests and distribution.
  • Provide training to project staff on proper documentation practices and the use of archiving systems.

Documentation of MuseumSpecific Records
  • Maintain records related to specialized museum elements such as artifact specifications exhibit layouts and conservation reports.
  • Ensure the preservation of project milestones and documentation for future museum operations and historical reference.
  • System Improvement and Technology
  • Recommend and implement technological solutions such as document management software or cloudbased storage to enhance efficiency.
  • Continuously update the archiving system to incorporate new tools standards and best practices.

Reporting and Monitoring
  • Generate regular reports on document status including outstanding records updates and compliance gaps.
  • Monitor document flow to ensure timely submission approval and storage.

Recommended Technical Skills
  • Proficiency in document and record management systems (e.g. Microsoft SharePoint DocuWare or OpenText).
  • Knowledge of archival standards and practices including ISO Records Management).
  • Familiarity with digitization tools and techniques for physical record conversion.
  • Understanding of compliance requirements for documentation in construction and museum projects.
  • Ability to create and manage metadata for efficient document retrieval.

Recommended Soft Skills
  • Organizational Skills: Exceptional ability to manage and maintain complex document systems.
  • Attention to Detail: Precision in handling and categorizing sensitive and critical records.
  • ProblemSolving: Capacity to address document management challenges and improve systems proactively.
  • Communication: Strong ability to coordinate with diverse project teams and explain documentation processes clearly.
  • Time Management: Ability to prioritize and meet deadlines in a fastpaced project environment.
  • Confidentiality: Commitment to maintaining the privacy and security of sensitive documents.

Minimum Qualifications
  • Bachelor s degree in Administration Records Management Library Science or an equivalent field.

Minimum Experience
  • At least 5 years of experience in archiving and documentation preferably in largescale construction projects or specialized environments like museums or cultural institutions.
This role offers the opportunity to support the creation of a worldclass museum in Mecca by ensuring the efficient management and preservation of critical project documentation. The ideal candidate will combine technical expertise meticulous attention to detail and strong organizational skills to contribute to the success of this landmark project.

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