Document Controller

Document Controller - ( 2200000T )

Department: Institutional Planning and Research

School: Prince Mohammad bin Fahd University

Reports to: Director, Institutional Planning and Research

Overview: The Document Controller is responsible for the control and daily management of documents in the University, ensuring accurate and secure use, maintenance, and development of computerized databases, and proper storage in the DBMS.

Duties and Responsibilities

• Collect and register all documents in the company’s system
• Maintain a list (register) of applicable documents
• Number and identify documents
• File and organize documents (both electronic and hard copies)
• Review and update documents for maintenance and quality control
• Control documentation modification, printing, distribution, issuance during its lifecycle
• Report progress on document status and maintain KPIs
• Establish user needs and update new versions of documents
• Retrieve files requested by employees and clients
• Manage the workflow of documents within PMU
• Copy, scan and store documents
• Control documents and manage DMS access permissions and privileges for end users
• Create templates for use by other personnel
• Maintain confidentiality of sensitive documents
• Establish and maintain record retention timelines
• Test new versions of the document management system (DMS)
• Maintain data standards, including adherence to the Data Protection Act
• Write database documentation, including data standards, procedures and definitions for the data dictionary (metadata)
• Work with database administrator to store, organize and manage data
• Develop, manage and test backup and recovery plans
• Ensure destroying and archiving procedures function correctly
• Communicate regularly with technical, applications and operational staff for database integrity and security
• Commission and install new applications and customize existing ones to fit purpose
• Define objectives through consultation with staff at all levels
• Manage and write the security and disaster recovery aspects of DMS
• Provide user training, support and feedback
• Familiarity with computer operating systems and database technology
• Write reports, documentation and operating manuals
• Work to tight deadlines when necessary

Qualifications & Experience (Required)

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

Previous work experience in IT or technology-related placements is often necessary.

Knowledge, Skills and Abilities (Required)

• Knowledge of Electronic Document Management System
• A logical approach to work
• Ability to manage and prioritize tasks
• Demonstrated ability to network and build relationships across the organization
• Handle sensitive information with integrity and confidentiality
• 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 learn new technologies swiftly
• High attention to detail, self-starter, result driven
• Ability to work in a cross-functional team

Remuneration and Benefits

PMU offers an income tax-free compensation package commensurate with rank and experience.