Background: The position is for an international development project working to deliver social infrastructure across Pakistan.
Position Summary: The person in this position is responsible for implementing, and procuring where necessary, a complete document control system which will distribute, manage and archive engineering and architectural drawings, inspection instructions, confidentiality agreements, materials and repair specifications, mixing instructions, and reports. Documents will be prepared in district, provincial, and head office, and will be managed from the head office in Islamabad. The person in this position will develop written procedures for management of the document approval framework and workflow, compilation of drawing packages, printing and storage of drawing packages, the electronic distribution of documents to contractors working in districts in the Punjab and KP provinces, provincial offices, relevant government departments, and any other stakeholders deemed necessary by the Infrastructure Director or Chief Engineer(s). Once the systems, procedures, and potential software are in place, the person in this position will be responsible for training administration staff in how to maintain it.
Location: Islamabad
Reporting and Supervision: This position reports to Infrastructure Director.
Specific duties and responsibilities include but are not limited to:
- Assess and understand current operations, and use this to determine the most appropriate document control system that will be affordable and simple enough for a trained administrator to maintain.
- Assist in the development of a business case to procure relevant software, and assist in the procurement of it.
- Manage the initial set up of the system, including entering in the backlog of documents, which may require extensive time spent on data entry.
- Develop standard operating procedures, and lead the compilation of a document control manual.
- Coordinate with relevant internal and external stakeholders to set up an electronic approval workflow or, if necessary, a manual approval workflow for signatures and other requirements.
- Disseminate drawings to contractors in KPK and Punjab provinces, company Provincial Offices and, where required, governmental departments.
- Set up and maintain a database of drawings in the form of hard and soft copies.
- Prepare requisite Change Control Forms in the case of variations/ alterations in drawings as and when required.
- Maintain site-wise nomenclature/ coding for each drawing set as directed by the design supervisor.
- Ensure data placed on the server is accurate and up-to-date.
- Train an administrator in the document control procedures and manual so that they can continue to maintain the system.
Minimum Qualification and Experience required:
- Minimum 3 years’ experience in setting up and maintaining document control systems
- Minimum 5 years work experience working for an international firm.
- Demonstrated experience in setting up and maintaining document control systems (>3 years)
- Understanding of AutoCAD is preferable, or a willingness to learn
- Practical knowledge of data management systems.
- Minimum 5 years work experience working for an international firm.
- Experience in complying with ISO9001 preferred
Note: Shortlisting can be done anytime before the deadline of the advertisement.