Document Controller

We are looking for a

Job Title

[[Document Controller]] 

Location

[[Ningbo]]  

A. Purpose /Role of the job /: Describe in 1 phrase what contribution the job is expected to make to the organisation’s objectives

• The document controller is responsible for the electronical and paper-based document management on site, the document management system, the check-point for IP protection, access rights set point, the workflow for sign offs of documents and approval processes.
• The documentation system shall be auditable and easily understandable for non-common users

B. Environment/Context/Complexity of the job: Describe the most important internal and external factors influencing the job

Internal factors:

• Site Director and site management team: Document management for all parties
• All employees on site: Add/remove access to site document archive, IP protection

External factors:

• 3^rd party contractor: Add/remove access to restricted document area, IP protection, return of hard-copies of process documents

C. Responsibilities/ Accountabilities of the job: Describe the main results expected from the job, sum up to 100%

SHE 30%:

• Participate on regular safety training at site:
  • Safety rules and guidelines
• Active support to the safety culture at site and works safely for incident free operation.
• Contribute to Behaviour Based Safety (BBS) program at site.
  • Participate on training at site to take BBSO to next level of reporting.
• Support Site SHE committee to resolve safety issues and drive SHE performance.
• Be conscious that all incidents including Near Miss at site must be reported, investigated and action items must be tracked to closure.
  • Active use of KMS for incident reporting and investigation, MOC, action item tracking
  • Collaborate to track and close all SHE related action items from audit, plant walkthroughs.
• Follow site procedures aligned with INEOS Group Guidance Notes (IGGNs).
• Accountable for
  • Following and practicing INEOS 20 principles of Behaviour Safety and Process Safety at site through site rules and procedures
  • Following and practicing Life Saving Rules at site
  • Safety of other Employees, Contractors, Visitors and partners at site
  • Following Management of Change (MOC) as per the site procedure.
• Participate on the INEOS Styrolution Sustainability program at site.
• Directly intervene with those in your working area not using PPE or not following INEOS Styrolution standards and procedures.
• Maintain the respective workplace in order and clean, as per best practices of housekeeping.

Document Management 60%

• Manage the online document management system (DMS) as admin user by
  • Tagging and sorting documents according to standard
  • Ensure documents are easy to find based on search criteria
  • Ensure access rights are added and removed, monitor and update access rights frequently
  • Ensures high intellectual property (IP) for any process relevant documentation is given by limiting the access rights and download options
  • Ensure documents that need to updated are send to originator and approver and follow the sign off and upload of the new documents
  • Manger the document approval process
  • Give access rights to 3^rd parties to restricted areas only
• Mange the paper-based archive by:
  • Ensure documented folder structure, easy to find
  • Any copies of PID has to be documented, shredded copies have to be documented
  • If hard copies have to be handed out for maintenance, recollect these after each work day, document sign off for receiving /returning documents
• Participate in management of changes (MOCs) as document controller and ensure that newest versions are online available or PIDs are destroyed and updated
• Responsible for approval process (e.g raw materials) via DocuSign
• In case translation of documents are required, either check the Chinese version on correctness or organize 3^rd party
• NDA (non-disclosure agreement): Ensure that any 3^rd party who receives documetns on site or contract agreements with external have a NDA in place. Remain well documented NDA database in the DMS system
• Auditability of database: Ensure documents are auditable in case for ISO14001, 9001 or 500001 auditors request
• IP protection: Collect classification from relevant site management team in case document content can not be classified

D. Dimensions: Describe the most representative figures of the job (for example: number of staff, budget you’re responsible for, number of projects.)

Supervision of staff: Give the number of people you supervise (“Direct” means that they report directly to you, “Indirect” means they report to someone who reports to you.)

E. Main contacts /Interfaces: What are the internal and external contacts you have, necessary for reaching your results?

[1] R – Responsible for getting tasks done (in terms of practically doing things)

  A – Accountable for the task (approver of costs)

  C – Consulted for the task

   I – Informed about the task

F. Required profile:

Level of education & Knowledge:

• Bachelor’s degree Management Assistant/Office Assistant
• Relevant experience of 5 years as a Document Controller
• Experienced with project environment
• Strong English written and oral communications skills beneficial
• Strong organizational skills
• Proficiency in Mandarin strongly preferred
• China experience preferred

Experience in general:

• Document management systems, soft and hard copy organization
• Previous project document controller

Technical skills:

• High level of accuracy
• Implementation of processes and tools
• Proficient in computer software programs such as, word processors, spreadsheet programs, and database systems.
• Basic analytical experience
• Proficient typing skills
• Data organization and storage knowledge

Competencies, Behavioral skills:

• Position requires strong organizational skills
• Analytical and mathematical mind, capable of evaluating and solving various problems
• Strong communication skills (upward, lateral, and downward in INEOS organizations)
• Self-motivated with ability to work in multicultural environment
• Promotes teamwork throughout the organization
• Is able to recognize conflicts and take necessary actions
• Empathizes with someone else’s perspective
• Actively works to improve the level of reliability of his/her area of responsibility
• Ensures compliance in his/her area of responsibility
• Is consistent in his/her behavior and acts as a role model
• Focuses on achieving appropriate quality and sustainability of his/her area of expertise.

G. Performance indicators: Describe the criteria allowing to measure to what extent the results are achieved - related to the accountabilities

• Safety (OSHA Recordable Rate, Safety Performance Indicators)
• Site performance and plant reliability
• Annual performance review with direct report

If you require further information please contact [[Can Gu]].

Of course, your application will be treated confidentially.