Document Control Analyst

Job Purpose

Implement and maintain the relevant policies, procedures, and systems for document and record management and control as per approved Manage Documents and Manage Record processes to ensure documents and records are controlled, secured, and accessible to internal stakeholders. Develop and provide training to ensure document and record management processes, policies, procedures, and systems are understood and complied with by all business stakeholders.

Job Context & Major Challenge(s) – I

The scope of work is wide and internal customers are spread across all business groups in Qatargas who need up to date, controlled and well managed documents and records to operate their routine business

Providing guidance and training for fully embedding Manage Documents and Manage Records process and Record Management policy across all groups and departments.

Job requires routine processing of document change request workflows and conducting quality check on documents from all parts of business. Also, assisting business with retention, securing, and retrieval of physical records through third party service providers.

Key Job Accountabilities – I

Maintain Corporate Documents system or portal to provide controlled access to up-to-date, and valid Documents (policies, procedures, etc.) to internal stakeholders/business end-users.

Develop, maintain, and operate an appropriate “Document Change Request” (DCR) workflow to manage all end-user requests for creating, updating, and retiring Documents.

Coordinate between internal stakeholders/business end-users and third-party service providers for proper control, retention, safeguarding and retrieval of physical records as per contract.

Process DCRs at defined stages as per Manage Documents process and support business end-users by providing suitable and timely feedback.

Key Job Accountabilities – II

Maintain database of status, ownership, identifiers, control logs, and other appropriate metadata for all documents and records received from internal and external sources before placement in the archive and/or uploading in the document and records management system.

Develop business specifications, functional requirements, taxonomy and metadata model for workflows and other IT application to support/implement document and record management processes in consultation with IT system team and business stakeholders and in compliance with relevant legislation, regulation, and industry best practices.

Provide training and awareness to internal stakeholders/business end-users on relevant policies, procedures, systems, and workflows supporting Manage Documents and Manage Records processes.

Engage with internal stakeholders/business end-users, IT system experts, and third-party service providers to review and recommend areas for improvement and to continuously improve processes, procedures, practices, and systems.

Secure all native files and data and signed copy originals of all Documents.

Qualifications

Bachelor’s degree in Information Management, Computer Science, or Business Administration.

Knowledge and/or Experience – I

5 years’ relevant document and record control and management experience within the oil and gas or petrochemical industry including 2 years’ experience with information management systems.

Technical and Business Skills – I

In depth knowledge of international standards, legal and statutory requirements for records and documentation control.

Skills of information management systems to establish and maintain robust Document and Record management system.

Proficient in document control, databases, computer skills and understanding of engineering and IT terminology.

Good written and spoken English, good communication skills.