Vice President, Governance

JOB PURPOSE

Responsible for planning, managing and monitoring for the timely, accuracy, maintaining control and traceability of the documentation. To ensure documents are properly filed and stored for easy retrieval to be used as references.

KEY ACCOUNTABILITIES

1. Project Document Control

• Implement and maintain document control processes. Manage compilation and coordination of all Reports/correspondences/project plan, catalog and register the above based on activities, document code, files and date.

2. Develop and maintain the Documentation System.

• Review, update and maintain documentation system to ensure its accuracy and current status

3. Storage and Archive System

• Strategize source and acquired for the best storage and archive system available and input all project document into the system for easy retrieval, storage and archive.
• Maintain the system to ensure its functionality in retrieving storing and archive project documentation

4. Document Audit

• Ensure that all document is rightfully categorized and catalogued and to prevent document from misplaced/missing.

5. Document Retention Procedure

• Manage and ensure document retention period as per Prasarana Document and Record Control Procedure to ensure only usable document are stored and archive to save storage space.

6. Document Movement

• Manage and control document movement to user are registered to avoid lost.

a. Incoming & Outgoing

b. Manage Management Papers & BoD Paper For CAPEX

7. Document Register and Distribution

• Develop and maintains the document control register. Manage and monitor the outgoing and incoming document register and distribution of softcopies to the relevant users for their information and action.

8. Networking

• Develop and maintain professional relationship within Division; Prasarana, Rapid Rail, Rapid Bus, Consultants and Contractors to facilitate the documentation system management.

9. Standard Operating Procedure (SOP)

• Review, control and improve the quality of all processes of SOP for CAPEX projects, to be used as references.

10. Office CAPEX & OPEX Budget

• Assist immediate superior for preparation of yearly budget exercise on Office CAPEX & OPEX. Review the requirement and consolidate for department level.

QUALIFICATIONS, SKILLS, COMPETENCIES & KNOWLEDGE

• Bachelor of Science in Information Studies (Honours) Information Systems Management) / Library Science / Record Management or in any discipline.

Note: Consideration on other discipline if having wide experience in Document Control Management

• Has strong Interpersonal skills, Communication skills, Attention to detail
• Proficient Microsoft Office and has sound knowledge in Document System, Familiar with Document Management

SRF 2024