Document Controller

Job Title

Document Controller - (2200000T)

Institutional Planning and Research, Prince Mohammad bin Fahd University, School Prince Mohammad bin Fahd University

Director, Institutional Planning and Research

The Document Controller is in charge of the control and daily management of documents in the University. The role is responsible for accurately and securely using, maintaining, and developing computerized databases within an organization, ensuring documents are stored in the DBMS correctly; data is accurate and in the appropriate place for internal and external usage.

• Collect and register all documents in the company’s system
• Maintenance of a list (register) of applicable documents
• Numbering & identification of documents
• Filing and organisation of documents (both electronic and / or hard copies)
• Review and update documents for maintenance and quality control
• Control over documentation modification, printing, distribution, issuance (as per procedure) during its whole lifecycle
• Progress reporting on the documents status / maintaining KPIs (Key Performance Indicators)
• Establish the needs of users and update new version of documents
• Retrieve files as requested by employees and clients
• Manage the workflow of documents within PMU
• Copying, Scanning and Storing documents
• Control documents and manage DMS access permissions and privileges for end users
• Create templates for use by other personnel
• Maintain confidentiality regarding 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 find ways to store, organize and manage data
• Develop, manage and test back-up and recovery plans
• Ensure that destroying and archiving procedures are functioning correctly
• Communicate regularly with technical, applications and operational staff to ensure database integrity and security
• Commission and install new applications and customize existing applications in order to make them fit for 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 (design, software and structure)
• Write reports, documentation and operating manuals
• Perform work to tight deadlines and when necessary

Bachelor's degree from an accredited university or college in MIS, business administration or similar field. For graduates without relevant qualifications or experience, a postgraduate qualification in computing, IT or operational research is beneficial. Previous work experience is often necessary, and can be gained through IT or technology-related industrial placements.

• Knowledge of Electronic Document Management System
• A logical approach to work
• The ability to manage and prioritize tasks
• Demonstrated ability to network and build relationships across organization and maintain strong working relationships with colleagues
• 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 ability to learn new technologies swiftly
• High attention to detail, self-starter, result driven
• Ability to work in a cross-functional team

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