DOCUMENT MANAGEMENT SPECIALIST

Education and work experience:

higher education (University degree or higher) and not less than 2 years of work experience in the position of Document Management Specialist.

Main functions:

• Arrange of document management process in the department including preparation of new documents in accordance with the requirement of ROK and KPO Document Management Policy;
• Ensure arrangement of timely update and renewal of all existing internal documents, including the ones related to HSE and production activity;
• Carry out work on document management in the department, maintain internal electronic database and corporate ECM. Carry out informative and inquiry work related to the departmental documents.
• Ensure storage of engineering design, as-built technical and other documentation in Unit-3 archive in accordance with the Document Management Policy.
• Ensure the documents comply with the Document Management Policy requirements, proper completion, numbering, distribution and timely publishing of documents in ECM and Intranet/Pyramide.
• Prepare draft of a document on the basis of collected and consolidated information and submit it for consideration of the process stakeholders; to prepare the final version of the document after the documents have been considered and approved.
• Confer with document originators to resolve discrepancies and compiles required changes to documents, Act as a focal point between the process stakeholders when preparing / updating the document;
• Register the document in ECM assigning a number in accordance with KPO document numbering systems, publish the document in intranet, prepare and send out respective informative message.
• Arrange the obsolete documents update process; together with the department management prepare Annual Documents Update Plan. Timely remind documents originators on the need to update the document (Procedures, Technical Regulations, Site Standing Orders, Instructions and other internal documents, including the ones related to HSE and production activity).
• Initiate renewal of documents (revision history, data, RACIE record, reference documents etc.), send to the originator for further updating once 3 months notification received.
• Carry out an appropriate cancellation of documents and store the documents in accordance with company policy and ROK legislation. Arrange the current storage of documents and handover for further archiving.
• On a regular basis submit the report to the department management in order to monitor and timely implement the Annual documents update plan.
• Prepare and send out information messages on renewal / introduction / cancellation of internal documents.
• Maintain electronic database (register) of all internal documents, monitor the process of document development and renewal up to its introduction, updating the register accordingly. Provide consultation to the personnel of the department and contractors, provide support to the users on document management issues within the department.
• Prepare requests for PPE provision as required by Unit 3/ KOTS Departments. Prepare PPE forecast to be budgeted. Monitor timely provision of PPE.
• Provide support to Unit 3/ KOTS Departments on documents scanning/ printing/ copying/ lamination.
• Register HSE cards in Synergi program/ electronic register.
• Perform other duties within the competence of the position as requested by Administration Coordinator.

Necessary knowledge and skills:

• Mastery English is an advantage on this role.
• Legislative and other standard legal acts of ROK, decrees, instructions and orders as well as other standard documents related to Document Management
• Planning order, project design and document processing programs.
• Methods of research, analysist development and improvement of documentation systems.
• Document preparation, classification, keeping and expertise.
• Archiving,
• Standard and technical documents to design and operate computerised informational control systems.
• Data bases design and actualisation methods.
• Labour and management organisation basis.
• Labour legislation
• Company labour rules; occupational safety rules and standards.
• PC skills (Word, Excel, Access, Power Docs, Maximo, Acrobat Distiller, Acrobat Reader, Auto View, Bentley Redline).