Position Overview
The Document Control Manager is responsible for leading and governing all document control activities across the organization, ensuring effective management, security, accessibility, and compliance of project and corporate documentation. The role provides strategic oversight of document control processes, systems (including but not limited to SharePoint, EPFM and EDMS), and teams, while driving continual improvement and ensuring alignment with Etihad Rail quality and governance standards.
Roles and Responsibilities
- Act as the organizational authority for document control governance, with the authority to reject non-compliant submissions, enforce correct transmittal types, and escalate systemic or repeated issues.
- Lead the design, structure, implementation, and governance of electronic document management systems in line with approved document control procedures, railway best practice, and applicable international standards.
- Own the governance of EDMS platforms, including structure design, metadata standards, naming conventions, access control models, document status logic, and system configuration rules.
- Define, implement, and enforce access control, security, and permission models across EDMS environments in line with governance requirements, and provide oversight of eSignature processes (Circularo), ensuring compliant and correct usage.
- Act as the system owner for DMS, EPFM, and related EDMS platforms, ensuring consistent structure, metadata integrity, access control, and correct usage across the organization.
- Maintain an organized, secure, and auditable documentation and registry system.
- Oversee and govern all document control functions, including document numbering, quality verification, classification, filing, version control, and compliance with approved workflows, ensuring all controlled documents are produced, reviewed, approved, issued, and archived in accordance with organizational procedures.
- Take ownership of document identification, classification, criticality, and lifecycle management across paper and electronic records, ensuring full traceability from creation to archival.
- Coordinate and maintain records of documents and drawings received from multiple internal and external sources, ensuring completeness, traceability, and integrity.
- Ensure timely, controlled distribution, notification, and availability of documents to relevant stakeholders, aligned with document criticality and operational impact.
- Interface with Etihad Rail PJSC, contractors, certifiers, and external stakeholders to ensure compliant documentation and correspondence management using EPFM and related systems.
- Ensure document control processes comply with contractual, regulatory, ISO, and railway safety assurance requirements, and actively manage and address non-compliance.
- Maintain and manage assigned elements of the Etihad Rail Quality Management System (QMS), ensuring document control processes support ISO, regulatory, and railway assurance requirements.
- Support audits, reviews, inspections, and safety assurance activities by providing complete, accurate, and fully traceable documentary evidence.
- Develop, maintain, and update document control procedures, guidelines, workflows, and system user guidance.
- Develop and deliver mandatory training and ongoing compliance support to staff and contractors on EPFM, EDMS, and document control processes.
- Establish and maintain document control reporting and dashboards, providing regular visibility on document status, compliance, overdue actions, and system usage across operations, maintenance, and projects.
- Define, monitor, and report document control KPIs, including timeliness, quality of submissions, compliance rates, rejection trends, system utilization, and stakeholder responsiveness.
- Lead continual improvement initiatives within the document control function, including system optimization, process enhancement, root cause analysis of recurring issues, and reduction of rework and non-compliance.
Desirable qualifications, skills and experience
Academic Qualifications
- Bachelor’s degree or similar preferable
Experience
- 10 to 15 years’ experience in document control management
- Electronic Database Management System experience (SharePoint is must, Aconex, Ideagen, EPFM, DMS, etc)
- Strong leadership and people management capability
- Excellent stakeholder coordination and communication skills
- High attention to detail with a governance-focused mindset is must.
- [BULLET] Experience in railway operations, infrastructure, or large-scale project environments is essential.Experience supporting ISO audits, safety assurance reviews (optional), and regulatory inspections through provision of complete, accurate, and traceable documentation.
- Experience defining, monitoring, and reporting document control KPIs and leading continuous improvement initiatives.
Other Skills
- Strong interpersonal and professional communication skills, with the ability to engage, influence, and challenge stakeholders constructively.
- Ability to take initiative and make timely, independent decisions within defined governance and authority frameworks.
- English at an advanced level (both written and verbal)
- Arabic language skills an advantage (both written and verbal)
- Good interpersonal skills
- Expert in use of spreadsheets is must, database, word processing and selected job specific software.