Document Controller

Organization: UNDP Saudi Arabia, through Stars Orbit Consultants and Management Development (SOC).

VA No. VA24-61

Position Title: Document Controller

Type of Contract: International or National Consultancy

Duty Station: Riyadh, Saudi Arabia

Duration: 12 Months (with possible extension depending on performance, continued need and budget availability)

Vacancy Date of Issue: 24 April 2024

Vacancy Closure Date: 2 May 2024

Expected Starting Date: As soon as possible

This vacancy is announced by UNDP Saudi Arabia through Stars Orbit Consultants and Management Development (SOC). SOC is a sub-contractor for UNDP Saudi Arabia, assisting the programme in implementing their activities through HR and contract management of consultants working in their support.

Project Description

The project will provide a strategic framework for UNDP and UN-HABITAT to provide substantive technical assistance, advisory, and quality assurance services to the Ministry of Municipal, Rural Affairs and Housing (MoMRAH) to deliver on the following six initiatives of the Spatial Planning and Visual Appeal Program that are the focus of this project:

• The Regional Plans, Local Plans and Urban Codes under MOMRAH’s jurisdiction are efficiently and effectively delivered following international best practices.
• National Urban Policy.
• Local planning departments are empowered and enabled through a new Operating Model for Planning Departments.
• The municipal system is improved and restructured, updating settlements boundaries, revising classification and categorization of Saudi human settlements, and optimizing service delivery towards efficiency and sustainability.
• The Saudi Planning framework is restructured, planning tools are redefined, updated and improved in line with the new classification and categorization.
• The existing MoMRAH Urban Design Studio is upscaled in a fully-fledged Urban Lab and capacitated to spearhead and device innovative tools and projects-based satellite Labs in support of MoMRAH mission.

Scope of Work

The Document Controller will be responsible for the creation, review, approval, release, distribution, access, storage, security, and disposal of documents on the abovementioned initiatives.

Duties and Responsibilities

• Provide document control processes throughout the document detailed lifecycle, i.e., how documents are created, reviewed, and approved, traced, revised, published, retrieved, and completed;
• Assist and guide the project team on the established documents control process, and help them with access to all information, and resources;
• Provide a projects and tasks tracking system, and assist team members to use it;
• Provide the document progress reports for team leaders;
• Maintain changes to documents such as project plans, design documents or specifications;
• Enabling efficient and effective delivery of projects in all their phases;
• Support planning stages of a specific project;
• Liaise with the team in the capacity assessment process, workshops, and training;
• Prepare reports, technical reports of best practices and lessons learned;
• Any other tasks requested by the CTA.

Institutional Arrangement

The Document Controller will report to the National Project Officer.

REQUIRED QUALIFICATIONS

Education:

Bachelor’s degree in business administration, engineering, or a related field.

Experiences:

Bachelor’s degree with 3 years of experience in document control and the field of Urban Development, Urban Planning or Urban Design;

Required Skills:

• Experience in project management;
• Ability to comprehend control requirements of multiple projects simultaneously, foresee potential conflicts and overlaps and act on that regard proactively;
• IT skills: Document management tools, data analysis tools, WordPress, Microsoft Office (Word, Excel, PowerPoint).

Desired skills in addition to the competencies covered in the Competencies section:

• Great understanding of Urban Planning Systems, Municipal Systems and Stakeholder management.
• A PMP certificate will be an advantage.

Language:

Excellent written, verbal, and interpersonal communication skills in English and Arabic.