Documents Management Specialist (Qatari National)

15 سبتمبر، 2022

0 3 2 دقائق

الوصف الوظيفي

Documents Management Specialist (Qatari National)
Job Description
The document specialist is responsible for receiving, control, security, recording, accessibility, and timeliness of organizational documents such as policies, procedures, guidelines, forms, templates, and training materials. Ensure quality and compliance with organization policies and procedures with regards to document management.
Strategic Responsibilities
1. Proactively seek problem prevention measures to ensure business operational and continuity
2. Perform process re-engineering to optimize business processes
3. Map business requirements to the organization strategic goals and objectives
4. Ensure adapted and implemented KPI’s are met
5. Identify opportunities for continuous improvement to enhance performance and quality of work with a view of stakeholders’ expectations.
Operational Responsibilities
1. Perform the role of the custodian of Document Control system(s), policies, and standards and liaise with other document control functions on operational standards
2. Review the completeness and correctness of all documents belonging to a respective function / directorate
3. Conduct end to end business analysis and design of content lifecycle management within DMS electronic file system.
4. Design and deploy firm information document governance, email, security and privacy policies related to content in the DMS.
5. Help develop and enforce documentation design, review, and storage guidelines
6. Ensure that organizational documents go through a documented and approved review-and-approval process before being stored.
7. Designing, documenting, implementing and deploying implementations of DMS system.
8. Ensure follow-up with concerned stakeholders on missing signatures, addendums, and other documentation. Receive, sort, and examine all incoming and outgoing documents (including external and all internal related documents)
9. Collect and archive all documentation including confidential documents, and share / circulate on need basis
10. Develop key search string references for all documentation uploaded into system to ease process of searching for documents
11. Ensure the security, accessibility, and proper distribution of organizational documents.
12. Distribute documents to internal and external parties and as required by stakeholders
13. Ensure adherence to standards and procedures, in:
a. Scanning and uploading live documents
b. Setting search attributes for each file to ensure ease of retrieval
c. Ensuring bulk scanning processing
d. Distributing documents to internal and external parties
14. Perform and document regular Access Review and audit activities
Skills
Bachelor degree in Business Administration or Computer Science relevant degree
Minimum of 6 years’ experience in document management and document management systems
Minimum of 2 years’ experience as Document Manager or a Head Position
Minimum of 3 years’ experience in IT
Experience in content management systems software is preferred
Experience in software design and development is plus
Job Location Doha, Qatar Job Role Administration Years of Experience Min: 4 Residence Location Qatar