Company : Qatar Rail
Contact Phone :
Job Description :
Document Control Administrator - (15000082)
Job Purpose:
Acquire, manage, catalogue, index, preserve and maintain documents and other materials that have historical importance for Qatar Rail. Carry out various functions related to the Archiving, Document Control, Document Imaging and maintenance of EDMS/registers. Ensure safety and quality of documents.
Duties & Responsibilities
Develops electronic filing and archive system and technical library for easy to issuance, storage, retrieval and management of documents to internal and external customers.
Plans and implements proper takeover of documents during the project takeover/handover stage in accordance with Qatar Rail document management policies.
Performs proper disposal of obsolete documents during project close out in accordance to project requirement.
Oversees archiving requirements of Qatar Rail.
Coordinates collection, maintenance, retrieval, protection, retention and destruction of all documents and other materials in accordance with company policy.
Acts as point of contact for the day to day operations of the electronic records management system for the Archives.
Ensures that the documents and other materials are preserved appropriately and according to the standards.
Participates in the development, implementation and maintenance of policies and procedures for the recording, indexing, filing, storage and retrieving of archival documents.
Archives or stores documents according to its category, including as accession lists and indices.
Performs periodic research on documents or other items.
Maintains records to ensure the long-term preservation and easy retrieval of documents and information.
Maintains complex databases for tracking department projects, inventory of on-site and off-site records.
Resolves problems with information management by effective use of software and other information management resources.
Utilizes various storage mediums including CDs & DVDs, etc.
Responds to persons, telephone, email and written enquiries from the user community.
Advises users on how best to access, use and interpret archives, often through internal training courses;
Facilitates remote access by maintaining user-friendly, computer-aided search systems.
Facilitates training sessions on archival procedures.
Desired Profile:
Education : Relevant Diploma or Bachelor Degree or equivalent
Experience : Minimum of 6 years work experience as Archivist and Document Control jobs, of which at least 4 years in an engineering environment or 2 years’ experience working as Archivist.
Professional Training:
Diploma in Archiving & Records Management is preferable.
Completion of formal training in computer or equivalent years of experience in Document Imaging/Control System (EDMS), MS Office.
Knowledge of Aconex, Share point & in use of spreadsheets, database, word processing, Visio, PowerPoint and selected job specific software is preferred.
Skills:
Excellent communication skills – written and verbal.
Ability to keep records, prepare reports and statistics.
Ability to rapidly input data and retrieve records and information in the selected job specific software.
Knowledge of Arabic is an advantage
Ability to organize work load and to manage a filing methods and management techniques
Should have the ability to prioritize, manage the time well, multitask and troubleshoot. Strong interpersonal, communication and customer service skills are also essential because the post-holder requires regularly communicating with internal and external business partners.
Strong administrative and organizational skills.
Analytical thinking and concern for accuracy.
Highly organized & self-correspondent.
Self-directed, ability to work independently, and being highly-motivated.
Ability to work in a fast-paced and deadline driven environment, stay focused and carry out tasks in a timely and accurate manner.
Should be detail-oriented, dependable and trustworthy since the post-holder needs to contact with complex and sensitive documents.
• Ability to work independently.