Regional Document Control Manager (Saudi National)

Job description / Role

We are looking for Regional Document Control Manager to be based in Riyadh, Saudi Arabia.

The Regional Document Control Manager is ultimately responsible for providing leadership to the Document Control department and the successful performance of the Document Control function across the business, projects and programmes.

Role:

Leadership, Workforce Planning and Mobilisation

- Build a high-performing, effective and digitally enabled Document Control Team.
- Support the Document Control Leads/Managers with workforce planning and mobilisation of Document Control staff on projects & programmes.
- Conduct interviews for the talent pool, shortlist candidates and liaise with the recruitment department and project teams on the recruitment and onboarding of candidates.
- Enhance connectivity and collaboration across the department by facilitating regular Document Control meetings, knowledge-share and lessons learnt sessions.
- Drive a global common approach in standardising and centralizing where possible the tools, techniques, methodologies, processes, procedures and templates related to Document Control and Information Management
- Share insight and knowledge across the Document Control teams
- Conduct periodic reviews and internal audits of document control functions.
- Setting department and individual objectives and support with identifying staff development plans. Conduct mid-year career discussions and evaluate staff performance during performance reviews.

Projects & Programmes Support

- Support with the start-up of new projects and programmes
- Create and customize the project/programme SharePoint site
- Create, implement, and organize folders structures for project/programme use in line with the business requirements.
- Coordinate the CV and personnel approval process as part of the project/programme mobilisation activities
- Liaise with the project controls department, client and third parties on the system implemented on the project/programme and any other specific requirements around tools, processes and procedures for the project/programme.
- Develop and implement quantifiable metrics to determine the quality of documents being processed by the document control team with reference to optimum turnaround time or service level agreement.
- Support the document control team with the development of the document distribution matrix and site access matrix
- Coordinate the development and review of the Document Management Plan, Communication Management Plan and relevant processes.
- Coordinate the creation of project-specific templates
- Act as the main point of contact for third parties and business unit leads regarding document control requirements.
- Collaboration and coordination with business unit leads and departments to ensure maximum efficiency in document collaboration.
- Provide training and orientation to document control teams to ensure collaboration and seamless document workflow engagement throughout the program.
- Support audits activities (internal, external, third party) to meet regulatory and quality requirements.
- Coordinate the administration activities around project and programme support.
- Ensure documents are classified in accordance with the Technical and Information assurance standards.

Information Management and Business Support:

- Administer the electronic document management system Aconex.
- Act as the organization administrator responsible for user access management (creating new users and deactivating user accounts), configuration of the system and workflow management.
- Liaise with the global Aconex business system specialist on any specific system requirements for MEA.
- Support the bid team with administering the Bid SharePoint site
- Administer and maintain the Controls & Assurance and Document Control department SharePoint sites.
- Coordinate with the relevant teams on the storage and publication of information.
- Create and customize new department- and business SharePoint sites as and when requested by business unit leads/heads of departments.
- Acts as the ME custodian for new SharePoint site creations and support
- Assist with the development of the regional Business Management System (BMS), customization and maintaining the BMS document library in line with company standards.
- Administer and maintain the Knowledge Management SharePoint site., support with the standardization and centralization of best practices; plans, processes and templates.
- Liaising with the digital team on the publication of the data to the PowerBi interface.

Note: All of the above documented tasks and responsibilities are intended as a guide and should not be taken as a definitive list. F+G reserves the right to vary and add duties as necessary.

Requirements

Requirement:

- Diploma or equivalent qualification
- Minimum of 10 years Document Control experience working in a project environment
- Experience with managing Document Controls teams - minimum of five personnel (direct reports)
- Technical knowledge of electronic document management, content management, and information & retrieval systems.
- Manage and coordinate the document control department activities and function
- Strong leadership qualities, and good people skills are essential in communicating directly with the document control staff, clients, consultants, agencies, local authorities and other internal staff
- Excellent interpersonal skills to drive positive professional relationships with senior leadership, business unit leads, project directors, external stakeholders, and clients
- Acts as subject matter expert in Document- and Information Management
- Recommends improvements in systems, tools, and processes on document management.
- Be an inspiring leader known for your principles, integrity and networking.
- Well organised and high attention to detail - produces accurate and quality work
- Must be able to communicate effectively in both written and spoken English.
- High level of computer literacy, especially in Windows, MS Office (Word, Outlook, Excel, PowerPoint and Visio).
- Proficiency with various EDMS systems.
- Proficiency in MS SharePoint
- System background would be an advance
- Understanding of the ISO 9001:2015 requirements around Documented Information including the application thereof

Rewards & Benefits:

We offer an excellent package which includes:

- A competitive salary
- Transportation allowance
- Medical and life insurance cover
- Annual leave
- Medical and life insurance cover
- Company gratuity scheme
- Discretionary bonus scheme
- Annual flight allowance to point of origin
- Employee Well-Being Programme - 24 hour free advice on financial, legal and family care specialists and also access to personal health, fitness and nutrition consultants;

SNC Lavalin's Faithful+Gould business is one of the world's leading integrated project and programme management consultancies, with over 2,400 professionals operating worldwide.

Our aim is to protect and maximize our clients' interests throughout the planning and delivery of projects, ensuring they are delivered on time, on budget. We pride ourselves on collaborating with client teams and developing long-term relationships.

Key services include - Project management, programme management, project controls, commercial management, cost management and expert scheduling and construction planning. Our industry is going through a digital transformation and we have been investing in and pioneering digital methods to improve all aspects of our service.

We have focused our digital transformation around platform modernization and product development and through standardization and automation, we are achieving efficiencies that are directly passed on our clients who benefit from a consistent quality of service as well as the savings.

Active in the Middle East for over 20 years, we have offices in the UAE, Qatar, Oman and Saudi Arabia. We hire and retain only the best people in the industry. Our success is built on recruiting - and then developing - brilliant people from a broad range of professional and cultural backgrounds. It's precisely this diversity of talent that sets us apart.

About the Company

SNC Lavalin’s Faithful+Gould business is one of the world’s leading integrated project and programme management consultancies, with over 2,400 professionals operating worldwide.

Our aim is to protect and maximize our clients’ interests throughout the planning and delivery of projects, ensuring they are delivered on time, on budget. We pride ourselves on collaborating with client teams and developing long-term relationships.

Key services include - Project management, programme management, project controls, commercial management, cost management and expert scheduling and construction planning.

Our industry is going through a digital transformation and we have been investing in and pioneering digital methods to improve all aspects of our service. We have focused our digital transformation around platform modernization and product development and through standardization and automation, we are achieving efficiencies that are directly passed on our clients who benefit from a consistent quality of service as well as the savings.

Active in the Middle East for over 20 years, we have offices in the UAE, Qatar, Oman and Saudi Arabia. We hire and retain only the best people in the industry. Our success is built on recruiting – and then developing – brilliant people from a broad range of professional and cultural backgrounds. It’s precisely this diversity of talent that sets us apart.