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:
- 3rd 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 3rd 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 3rd party
- NDA (non-disclosure agreement): Ensure that any 3rd 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.)
Facts | Number or amount in € |
FTE’s on site to manage access to databases | 321 |
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.)
Direct | Indirect | Total |
0 | 0 | 0 |
E. Main contacts /Interfaces: What are the internal and external contacts you have, necessary for reaching your results?
Who | Frequency of contacts | My role in those contacts
| Purpose of contacts |
Site management | On demand | RCI | Sign off approval processes Storage of documents Access management Remind for document update and collection |
Site employees | On demand | RCI | Give access rights with approval of manager MOC Follow ups Reminder for document update Upload documents |
Technical engineering manager | Weekly | RCI | Update on work status |
3rd party | On demand | RCI | Give access rights to external in accordance with technical engineering manager |
[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.