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Job description / Role
The purpose of this position is to assist the Document & Project Controls Officer and the Senior Planning Manager in coordinating and monitoring the progress of specific projects for the Serco Qatar Rail Shadow Operations.
To provide necessary administrative support to the Project team and to operationally manage all aspects of the document control and control of records & archiving processes.
Key Job Responsibilities
• To assist in managing the Concession Agreement and the control of contracted deliverables and obligations, ensuring timely responses and audit trail.
• To assist in providing Change Management Procedure and manage its application, ensuring the formal process is followed, approvals given and recorded and subsequent actions are carried out;
• Maintain, police and manage the receipt, timely response to and sending of formal correspondence to client and key stakeholders, ensuring ease establishing correspondence trail;
• Ensure that all formal meetings have agreed TOR, Attendance List, Agenda, Inputs and Outputs and manage the meeting calendar and timely preparation of the inputs and outputs;
• Have capacity to launch and manage short, sharp tasks and cross-functional projects;
• Understand the duties of all other project team members to the extent of being able to provide emergency cover during periods of leave and sickness;
• Provide project controls services to other projects within Serco Middle East when required;
• Maintain, review, update contract procedures;
• Implement, maintain and continually improve robust processes for:
document management and control including but not limited to the distribution of new controlled copies of procedures, work instructions, as-built drawings, etc. and collection and disposal of old controlled copies
control of records including but not limited to maintaining a records retention matrix showing person’s responsible for each piece of record, storage locations, protection, security, retrieval and retention requirements (including how records are indexed) and disposal methods and all aspects of archiving of records.
• Implement, monitor and enforce the configuration management procedures for the production, revision and distribution of documentation including adequate numbering system and consistent format and presentation of documents;
• Manage the administration of Q-Pulse including:
administration of the library of documentation and control the access right of confidential documents;
keeping the People’s database up to date
• Advise the Qatar Rail community on documentation and control of records matters;
• Look at ways of improving how the control of documentation and records is managed;
• Produce statistics reports on documentation approval progress to facilitate effective and efficient management reviews;
• To manage the new Advice Tracker system as well as overseeing the various gate sign off activities associated with the Standard Operating Plans & Procedures (SOPPs);
• Responsible to document very carefully and comprehensively all dates, etc when documents are passed to the client for 'review' or 'signature' or both.
• Monitor the turn round times from the client and record any cause & reasons of delays;
• To provide leave cover for the Project Administration Coordinator and the other Document & Project Controls Officer and as in when required;
• Proof read documents prior to submission for gate process;
• Perform and carry out any other duties as instructed / directed by the Document & Project Controls Officer.
Requirements
• Minimum 2 years, preferably 3 years of work experience as a quality professional in any industry working under the ISO or equivalent standards and guidelines of documentation control, configuration management and change control and control of records;
• Preferably with experience as a team member of a programme/project management office working on complex and large scale implementation projects;
• Preferably with commercial/legal/contract management background;
• Enthusiastic, follows instructions, efficient with document control & administration; and excellent attention to details;
• Proficiency in typing to provide support to the senior management team;
• Proficiency in English (spoken and written); the role requires proof reading.
About the Company
Serco is a FTSE 250 international service company which combines commercial know-how with a deep public service ethos.
Serco customers are looking for expertise in managing their people, processes, technology and assets more effectively. We advise economic decision makers, design innovative solutions, integrate systems and - most of all - deliver quality services directly to the public.
Serco supplies to governments, government enterprise, agencies and companies who seek a trusted outsourcing partner with a solid track-record of service excellence. Serco people offer operational, logistical and technical expertise in the Transport, Justice and Immigration, Defence, Education and Healthcare industries as well as in the commercial sectors of Facilities Management.
Serco Middle East have been in the Region since 1947, starting out delivering Air Traffic Control Services in Bahrain; a service we are proudly still running today and have expanded to include many other Airports in the region.
We have expanded significantly since that time across the UAE, Saudi Arabia and Qatar. We have been supporting the RTA to operate the Dubai Metro since 2009, are preparing to launch the flagship Saudi Arabia Passenger Rail service from Riyadh to Qassim in 2016. We deliver Facility Management services to both Cleveland Clinic and Healthpoint Hospitals in Abu Dhabi, large-scale medical facilities in Saudi Arabia and a range of educational and commercial properties in the UAE. We also deliver postgraduate education to Officers in the Qatar Armed Forces through the Joaan Bin Jassim Joint Command and Staff College in Doha.
Focusing on our core values, and creating a positive environment for employees to thrive, we look forward to a bright future as we continue to grow with the region.