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Document Control Manager

1.00 to 10.00 Years   Qatar   19 Oct, 2023
Confidential Company
1 Jobs Openings
Job LocationQatar
EducationNot Mentioned
SalaryNot Mentioned
IndustryFacilities & Property Management
Functional AreaNot Mentioned

Job Description

Job SummaryManages and oversees all documentation processes of the different departments and supervises all document controllers to ensure that standards and procedures are observed in order to have systematic, synchronized, centralized and accessible data within the organization. This position also develops and/or updates workflows, policies and procedures to govern archival and record retention processes.Job Responsibilities 1Principal Accountabilities

  • Supervises the DC team in the movement of documents for the smooth progress of the work.
  • Checks and reviews all records being processed to ensure conformity with the ISO standards and compliance.
  • Reviews, develops and maintains policies and procedures related to document control to ensure a systematic and smooth operation.
  • Allocates/ transfers, and assigns suitable work or line of responsibilities to the DC Team
Job Responsibilities 21.˙Supervises the DC team in the movements of documents for the smooth progress of the work.
  • Ensures the DC team that movements of all documents are well documented and can be easily traced at all times.
  • Ensures that documentation procedure and filing structure complies with the company?s IMS standards as well as the EDMS software used on daily basis.
  • Ensures all incoming and outgoing documents are recorded and distributed to the right personnel or departments on daily basis.
  • Ensures to get acknowledgements for very important documents delivered on daily basis.
2.˙Checks and reviews all records being processed to ensure conformity with the ISO standards and compliance with the approved IMS procedure in order to avoid NCR during auditing.
  • Ensures to conduct monthly audits on the documents being generated and filed to ensure audit compliance
  • Ensures all NCRs generated are recorded and corrective actions are completed on time after every internal or external audit.
3.˙Checks departmental reports required from the DC Department to ensure that management is updated with the records on hand.
  • Ensures monthly, quarterly and annual reports are generated to update management and other stake holders on existing documents
  • Ensures reports regarding documents that need to be archived are collated and sent across to relevant stakeholders for approval on every project closeout.
4.˙Reviews, develops and maintains policies and procedures related to document control to ensure a systematic and smooth operation.
  • Ensures to submit development programs, policies and procedures related to document control every quarter of the year.
  • Ensures to submit proposals for process improvement on a half yearly basis.
5.˙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.
6.˙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.

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