Document Manager

AL-KHOBAR, KINGDOM OF SAUDI ARABIA

Reports directly to the administrative services manager. Assists and works in conjunction with the IT staff to facilitate smooth operation of the document management system.

Department Managers and Supervisors are responsible for ensuring that the latest versions of relevant documents are available at the point(s) of use, that these documents are legible, and that they are understood and followed. They are also responsible for reviewing and responding to document change requests in a timely manner.

• Overseeing document control systems & teams for the University
• Maintain organizational documents and the document management system
• Identify and investigate the need for documents of various types
• Ensure the security, accessibility, and proper distribution of organizational documents
• Legal compliance
• Writing and updating the policy
• Manages / Coordinates a team of Document Controllers
• Sets up the Document Control system (procedures, processes, templates, applications, etc.)
• Runs & administrates the Document Control system
• First line of contact in the case of an escalation of a Document Control related issue
• Gate keeper of the Document Control rules and procedures
• Clarification, arbitration, technical authority role regarding Document Control issues
• Ensures commitment, support and buy-in from internal and external interfaces
• Closely supervises difficult / sensitive phases
• Develop the document management plan and update it, as needed.
• Manage organizational documentation through the document life cycle.
• Ensure that internal controls are in place and are functional.
• Help develop and enforce documentation design, review, and storage guidelines.
• With the IT security manager, assign/approve user privileges.
• Plan and conduct meetings and presentations related to document management.
• Commission and install new applications and customize existing applications in order to make them fit for purpose.
• Defining objectives through consultation with staff at all levels
• Manage and write the security and disaster recovery aspects of a database.
• Providing user training, support and feedback
• Destroying and archiving data/ records
• Familiarity with computer operating systems and database technology (design, software and structure)
• Writing reports, documentation and operating manuals
• This role can involve working to tight deadlines and when necessary

Bachelor's degree from an accredited university or college in MIS, business administration or similar field. For graduates without relevant qualifications or experience, a postgraduate qualification in computing, IT or operational research is beneficial.

Previous work experience is often necessary, and can be gained through IT, technical writer working on all kinds of documents, or documentation manager.

You will need to show:

• Knowledge of electronic document management system
• A logical approach to work
• The ability to manage and prioritize tasks
• Demonstrated ability to network and build relationships across organization and maintain strong working relationships with colleagues
• Handle sensitive information with integrity and confidentiality
• An understanding of information legislation, such as the Data Protection Act.
• Excellent problem-solving, analytical and integration skills
• Excellent organizational and time management skills, teamwork and interpersonal skills
• Excellent verbal and written communication skills; fluent in English
• Excellent proofreading and editing skills
• Flexibility and adaptability
• Desire to grow technical skills and ability to learn new technologies swiftly
• High attention to detail, self-starter, result driven
• Ability to work in a cross-functional team

• Please mention the name of the source/website where you have seen this advertisement
• Only short listed candidates will be contacted.
• For submission of applications, log-on to our career site:
  https://pmu.taleo.net/careersection/ex/jobsearch.ftl

PMU reserves the right to alter, amend and add responsibilities to this position in line with the institutional needs. Changes and amendments to this job description shall be within the academic framework and the general employment conditions.