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  • Job reference: RMS0135725

Site Information Management Analyst

  • Sector: Commercial
  • Location: Newfoundland and Labrador - Other
  • Job type: Contract
  • Date posted: 23/12/2013
This vacancy has now expired.
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The Company:
Our client, a diverse Canadian Energy Company, plans new developments estimated at $12+ Billion over the next 5 years.

This position is open to Canadian Citizens and Permanent Residents only. Residents of Newfoundland & Labrador will be given first consideration for this position.

The Role:
DIRECTION EXERCISED AND AUTHORITY:
This position interacts daily with all levels of site management, staff and external submitters of Documents and Administrative Records (external & internal) through the provision of registration, distributing, tracking, system input, and hard copy filing.

DIRECTION RECEIVED AND REPORTING RELATIONSHIP:
Reporting to the Site Document Control Lead as a member of the Information Management team, this position is accountable for providing the day to day processing of all Site Documention as required.

PURPOSE AND SUMMARY OF SCOPE:
Responsible to provide Information Management. Document Control functions for the handling of Documents and Administrative Records- internal and external for the Project with a view of providing a dedicated focus on fulfilling the project's commitment to "providing an environment where people can work safely and collaboratively with a confidence that information, and the systems that manage it, are accessible, accurate, reliable, and timely throughout the full life cycle of the asset."

PRINCIPAL ACTIVITIES, DUTIES AND RESPONSIBILITIES:
The following is being executed as a contract scope of work:
• Implement the Information Management (IM) plan, procedures and work instructions with an emphasis on following the Site Document Control Procedure. Provide input when requested.
• Maintain the structural framework for content organization (revision controlled documents and administrative records) within the Electronic Document Management System (EDMS).
• Ensure Supplier drawings in both electronic and hard copy format are distributed when required
• Ensure filing of electronically and by hard copy site originated documents such as Change Notices, ECN's Site Queries, etc
• Provide feedback on the use of EDMS tools, folder creation within EDMS, perform regular quality checks in EDMS as directed, and provide assistance where required on available reports in EDMS.
• Receive and also provide training to others requested in use of Information Management plans, requirements, procedures, work instructions, and the use of EDMS. Will require the use of training material for reference.
• Perform and coordinate the process activities associated with the day to day processing and managing of documents and administrative records (copy, distribute, numbering, coding, filling requests, registration, tracking, system inputs, hard copy filing, etc).
• Interface with internal /external submitters of documentation and requesting any third party resources required to perform IM functions.
• Implement document re-production
• Maintain and implement the Project's coding standard.
• Check quality of documentation and electronic documents.
• File and maintain hard copy "Stick Files" if required
• Scan, register, upload and transmit As Built documents
• Create document registers, discrepancy log of Turnover Documents
• Other IM related duties as required.

JOB REQUIREMENTS, WORKING CONDITIONS, ETC.:
• Excellent interpersonal and communication skills
• Ability to work under pressure in an environment which expects the highest levels of customer services, confidentiality and ethical behaviour.
• Ability to work effectively in a team setting
• Familiar with a Site Work Environment
• Competent in applications such as Adobe, Word, Excel

Essential Skills / Qualifications:
ACADEMIC QUALIFICATIONS:
A college diploma or equivalent work experience is highly desirable for this position, including specialized course work in Records and Information Management(RIM) practices. This degree will be complemented through continuous education courses on IRM, and interpersonal development.

RELEVANT WORK EXPERIENCE AND REQUIRED COMPETENCIES:
This position requires three 3-5 years experience in a project site setting working with Technical Documents and Administrative records.

Desirable Skills / Qualifications:
A strong knowledge of Windows Applications, including word, excel, Internet Explorer; SharePoint , Adobe experience would be an asset.
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