Responsible for overseeing the development, implementation, and maintenance of an efficient and control of documentation, manuals (including electronic documentation) and data to ensure necessary, accurate an up to date organizational wide and centralized Document Management System.
A. Key Accountabilities
Strategic Activities · Develop and implement a comprehensive Document Management System that caters to the specific needs of the aviation industry and aligns with Indian aviation regulations and international best practices. · Establish robust procedures for document control, version management, and change control to ensure the accuracy and integrity of all documents. · Establish and monitor key performance indicators (KPIs) and quality objectives to drive continuous improvement across the organization. Document Management System · Assume responsibility as the custodian of all documents, records, manuals, and policies within the organization. · Define document categorization, organization, and retention policies to ensure efficient document control throughout their lifecycle. · Ensure the safe and secure storage of physical documents and the proper organization of digital files within the Document Management System. · Collaborate with departments to ensure compliance with document creation, approval, and revision processes.
· Oversee the creation, review, and updating of technical documentation, including user manuals, installation guides, and online help systems. · Stay updated with Indian aviation regulations and international standards related to document management and ensure the DMS complies with these requirements. · Prepare the organization for document-related audits and inspections conducted by regulatory authorities. · Ensure the DMS complies with these regulations and provide necessary support during internal and external audits. · Collaborate with various departments to understand their document management needs and ensure the DMS meets their requirements. · Act as a point of contact for document-related queries and provide timely support to end-users. · Conduct periodic audits of the manuals, processes and procedures to assess compliance and identify opportunities for improvement and quality check before dissemination of documents. · Ensure collation of new information such as changes pertaining to regulations, manufacturer or equipment vendor released information, ISO, IOSA, ISAGO, IATA standards and recommended practices affecting operating documents, on a continuing basis. Team Management · Lead the team and provide direction on execution / implementation of tasks by prioritizing functional and organizational goals accordingly. · Build a strong and motivated team, ensure the right people are in place to foster positive team spirit and facilitate teamwork across the Safety function. · Assess the performance of all direct reports, encouraging effective collaboration and hold them accountable to various KPIs/SLAs. Any other additional responsibility could be assigned to the role holder from time to time as a standalone project or regular work. The same would be suitably represented in the Primary responsibilities and agreed between the incumbent, reporting officer and HR.
B. Skills Required for the role
Teamwork, Project Management and Skills in planning & prioritizing task for the team Good Communication Skills
Microsoft 365, Adobe, and Authoring
tools/Software Leadership & Interpersonal Skills
Document Management Software
C. Key Performance Indicators
Document dissemination and Acknowledgement · Document dissemination. · Acknowledgement of manuals or documents.
Document Version Control and Access
Control · Document Version Control · Access Control
Regulatory Compliance · Compliance with Regulations
Document Compliance · Document Compliance
Process Improvement · Implementation of best practices · Process efficiency gain
Team Development and Performance · Team productivity, training and certification development.
Content Accuracy and Consistence · Consistency in terminology and style · Reduction in rework
D. Key Interfaces
Internal Interfaces
Cross
Functional
Teams · Collaborate with different departments to understand their document management needs and ensure the DMS meets their requirements.
External Interfaces
Regulatory
Authorities · Engage with aviation regulatory bodies to understand and comply with regulatory requirements.
E. Educational and Experience Requirements
Minimum Education requirements · Bachelor's degree/Master’s Degree in IT/Quality/Documentation Management or Related field.
Experience Minimum Desired · 13-15 years of experience in Document Management Systems or related field. · Extensive Aviation Expertise
