Document Management Specialist

Join us in shaping the future of renewable energy! Our Business area Wind is seeking a Document Management Specialist to lead our efforts in establishing robust document governance structures. If you're passionate about driving compliance and efficiency while fostering a culture of accountability, apply now and be part of our dynamic team in Stockholm, Hamburg, London, Kolding, or Amsterdam.

Be in your element with BA Wind

Our wind, solar and batteries business offers a unique opportunity to be in your element working to help harness the forces which will take us to fossil freedom.

As part of BA Wind you will play a key role in one of the most exciting pipelines in the industry with 24GW of capacity stretching out more than a decade ahead across our key European markets.

You won’t only be involved in developing projects but pioneering cutting-edge innovation, new business models and ways of working with communities and the environment. Working as part of a leading European utility also means you could be helping a growing number of major businesses and brands achieve their own sustainability goals through partnerships.

Y our role / what will you do? 

BA Wind has set out for some ambitious goals within the data and information domain. In order to further mature and implement initiatives supporting these goals, the Information Management team in BA Wind is seeking an experienced and skilled Document Management Specialist (Governance) who will be providing steer and governance around documents, records and information across BA Wind.

The Information Management team is recently established and is part of Digitalisation which is part of the staff function Partnerships & Business Transformation in BA Wind. The Information Management team is focussed on Document Management, Data Management and Content Management. In Information Management we:

• provide the governance and the strategic and tactical foundation for BA Wind to safely and efficiently manage and utilise data and information assets
• govern data and information by fostering a culture of accountability, transparency and collaboration across BA Wind
• provide the governance framework for BA Wind to safely and efficiently manage and utilise its data and information assets
• set up and maintain a robust information management framework that provides for both tactical and strategic decision-making

The Information Management team contributes to the overall Digitalisation agenda of making the Digitalisation journey happen for BA Wind, enabling the BA Wind strategy, defining the target digital landscape and driving the realization of the digital roadmap.

What you will do:

• Set up and maintain the document management governance structures throughout BA Wind
• Lead, and be in charge of, the governance forums for document management at a BA Wind level
• Provide training and awareness programs to employees on document management and governance policies, procedures and best practices.
• Foster a culture of governance and compliance by promoting awareness, knowledge sharing and accountability for document management obligations.
• Closely collaborate with document controllers and support business units in understanding and adhering to governance frameworks and requirements.
• Stay updated on industry trends, emerging technologies and regulatory changes related to document management practises and governance in the industry.
• Build effective relationships with document owners, users and subject-matter experts to facilitate corporation and adherence to governance standards.
• Contribute to the ongoing maintenance of the established document management processes, helping to ensure compliance with regulations, standards, and governance frameworks.
• Collaborate with cross-functional teams and stakeholders to optimise document workflows, streamline processes and drive a culture of governance and compliance.
• Contribute to evaluation and implementation of Vattenfall’s Document Management System, ensuring the right balance between customisation and adaption to business needs and application of best practises and state-of-the-art document management.
• Contribute to the maturing of the document management framework, including policies, procedures and standards for document creation, storage, access, retention and disposal.
• Collaborate with legal, compliance and risk management teams to ensure adherence to regulatory requirements and industry standards.
• Collaborate and co-ordinate with internal auditors to agree auditing processes and to provide the necessary documentation and support during compliance audits.
• Contribute to the ongoing maturity and maintenance of the document lifecycle management processes, including document creation, review, approval, distribution, version control and archival.
• Contribute to the development and implementation of document retention schedules, ensuring compliance with legal, regulatory and business requirements.

The preferred location of this job is Stockholm, Hamburg, London, Kolding or Amsterdam.

Din bakgrund

Your profile / who are you? 

Educated to degree level in Information Management, Information Systems, Governance, Library Sciences, or a related field, or relevant industry experience. Your English is strong, both verbally and written. Also, the following qualifications are important for this position:

• Proven experience (5-8 years) in document management, records management, governance or a similar role, preferably within either the energy or engineering sector and renewables domain
• Strong understanding of document management principles, governance frameworks
• Experience in implementing and managing document management governance frameworks, preferably in a regulated industry
• Knowledge of relevant regulations and standards in the energy sector
• Familiarity with legal and compliance
• Proactive attitude towards continuous learning and keeping up-to-date with industry trends
• Experience with both traditional project methods and an agile way of working
• A self-starter who is result-oriented and capable of working both independently and in a team set up
• A pragmatic business-driven attitude, being able to think outside-in, without compromising security

Your personal characteristics:

• Excellent communication skills, being able to explain complex topics in an understandable way
• Ability to prioritize and focus
• A quick learner with a hands-on attitude who is willing to take on responsibility and continuously develop
• Team player with excellent cooperation skills dealing with different cultures in an international setting
• Consulting skills to advise stakeholders on all levels on the way forward
• Good sense of humour
• Willingness to travel (in the order of a few days per month as an average)