Document Controller

Roles and responsibilities

The Document Controller is responsible for providing credible support in handling physical as well as system-based document control operation related to Tasnee site projects; establishing, maintaining, and enforcing document control processes and procedures to ensure the efficient management and organization of project documents within the company; ensuring proper document categorization, storage, distribution, security, and compliance with organizational and industry standards.

KEY TASKS AND RESPONSIBILITIES:

1) Project Management

• Provide credible support the senior document controllers and project teams in handling complex engineering projects, as a senior project management practitioner, from initial stages through to execution and final close-out related to document control, an integral and critically important element of project management.
• Ensure document control operation conforms to project management principles, processes and methodologies duly aligned with Tasnee’s project management framework.
• Ensure best project management practices in document control operation as well as Tasnee’s strategic objectives.
• Assist senior document controllers and project management teams through efficient and system-based document control operation ensuring confidentiality.
• Attend project meetings and submit reports to the senior project management on a regular basis.

2) Document Control & Archiving Management

• Provide efficient and proactive assistance in managing the complete lifecycle of all project-related documents, ensuring they are systematically organized, accurately categorized, and efficiently maintained at each stage of the project—from the initial planning and design phases through to execution, monitoring, and final completion.
• Assist in maintaining comprehensive document control procedures and protocols.
• Assist in development and categorization of a comprehensive filing system that supports both electronic and physical documentation allows for easy retrieval, tracking, and referencing of documents at any point throughout the project’s duration.
• Provide support in reviewing and updating the document management system to ensure that it reflects the ongoing progress of the project, providing a reliable and up-to-date archive for future reference or audits.
• Assist in handling document control-related communications collaborating with all internal and external stakeholders.
• Exhibit strong planning skills that directly contribute to overall productivity, accuracy, optimization and effectiveness related to document control management.
• Assist in design and implementation of proper naming conventions, indexing, and archiving of documents, guaranteeing smooth access for team members and stakeholders.
• Assist in implementing revisions control procedures to track document updates and versions accurately.
• Assist in implementing procedures to control access to sensitive or confidential documents, ensuring only authorized personnel can view or edit them.

3) Document Audit Management

• Provide support in conducting regular audits of document control procedures and systems to ensure adherence to project requirements and industry standards.
• Ensure all documentation is aligned with internal policies and project specifications.
• Assist in conducting periodic checks to confirm that documents are archived and disposed of according to the company's policies.

4) Documents Security & Confidentiality Management

• Strictly adhere to document control set principles and protocols and ensure the confidentiality and integrity of sensitive documents by implementing appropriate security measures, such as access restrictions and encryption.
• Provide support in handling a secure filing system to prevent unauthorized access, alteration, or loss of important project documents.
• Assist project managers and IT teams to ensure security protocols for documents are up to date.

Desired candidate profile

• Bachelor Degree or Diploma in any engineering
• Certified Document Controller (CDC) (Preferred)

Minimum Experience:

• 5 to 8 years’ experience as a Document Controller or similar role in a large-scale organization
• Proven track record in document control preferably in Oil, Gas and Petrochemicals, hydrocarbon, refinery, off shores, and project management

Job Specific Skills:

• Proficiency in English and Arabic, Spoken and Written
• Exhibit strong understanding of project management
• Strong business acumen and in-depth knowledge related to project management principles, methodologies and practices
• Ability to work collaboratively with project management teams
• Ability to draft & maintain documents templates
• Data-driven mind-set
• Problem-solving, planning & organizing skills
• Strong coordination, communication collaboration, analytical, and interpersonal skills