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Document Production Controller

Date:  05-Aug-2022
Company:  Air Arabia PJSC (G9)

Sharjah, AE

Country:  AE

Job Purpose

Acts as the guardian of all internal manuals and technical information; manages the editing, updating, distributing and archiving of all related manuals and documents in accordance to with Air Arabia policies and procedures, GCAA/CAA and IOSA regulations. In coordination with Publications peer/s, administers and maintains an effective electronic system for publications, regulations, and documents ensuring a Master File for all related records and data is kept secure and up-to-date under his/her custody

Key Result Responsibilities

  • ​​​​​Ensure production and control of all in house publications in coordination with peer/s responsible for Document Publication; ensures timely receipt of technical literature from regulatory bodies, manufacturer, vendors and agency holders and the immediate distribution of the same to the concerned within Air Arabia. 
  • Maintains a consolidated register and up-to-date record (soft/hard) of all the documents issued. 
  • Ensures all documents are produced, and published in the agreed format and in line with approved Quality Assurance standards of documentation to establish consistency in standards. 
  • Provides end users with technical support on software packages, integration/usage of systems, document structures, and procedures to improve and optimize documentation productivity;  
  • Ensures review on all the technical documentation is done properly and timely, sends reminders of review and expiry dates, archives the approved hard/soft copies of a wide range of the technical documentation created and reviewed by the concerned parties. 
  • Track and follow on all documents change requests 
  • Coordinate the intended change with owner and stakeholders on affected manuals; Communicates notices of different purposes to end users whenever needed: information, procedures, changes, acknowledgements; incorporates procedural notices in the manuals accordingly. 
  • ​​​Prioritize draft preparation and advice to avoid delays. 
  • Coordinate on the drafted changes provided by owners with the service providers / Docunet 
  • Initiate changes on Frame Maker if internal document 
  • Tracking draft production and document review reports for final publication 
  • Ensure adherences to the process of document amendment until internal and external approvals are granted and document published 
  • Update the document control data base immediately after publishing and distribution 
  • Back up of Electronic folders/files in accordance with company policy  

Key Result Responsibilities - Continued

  • Liaise with the peer/s in Document Publication to manage the access to documents and related privileges of end users as defined by documents owners;  
  • Manage day-to-day duties and activities deemed necessary by operational requirements for EFB; Manages and monitors the “EFB” system set-up and performance constantly ensuring compliance with quality standards; partners with Stakeholders to develop, produce and amend the “EFB “manual and distribute it to users. 
  • Employs his/her technical skills to constantly and efficiently update, review, and improve the “EFB” system ensuring it is always protected and serviced with updated accurate standards and datasets.  
  • Coordinate with EFB supplier and ensure current version of the application software and data packages are installed on the EFB system. 
  • Coordinates with Management to attend audits and prepare necessary documents, files, records, etc. to facilitate external audit checks; follows up on actions and corrective measures where necessary. 
  • Liaises with vendors on defective items to ensure they are serviced as per SLA terms. Coordinates progress meetings to discuss systems and services along with IT representative. 
  • Promotes operations documentation on the internet/intranet, flight operations portal, Computer Based Training, crew CDs, central repository, laptops and share points ensuring currency of data and consistency with the Master Copy. 
  • Customize OEM Manuals such as MEL, QRH, AFM, FCOM etc. 
  • Ensures only current data packages and valid authorized versions of any software applications are installed on the system and that all hardware and software applications installed are configured in accordance with applicable requirements and that their output complies with regulations 
  • Be familiar with duties & responsibilities of Publication peer/s to deputize him/her when s/he is unavailable. 
  • Liaises with vendors on defective items to ensure they are serviced as per SLA terms. Coordinates progress meetings to discuss systems and services along with IT representative. 
  • Performs any other duties as advised by the Line Manager. 

Qualifications (Academic, training, languages)

  • Bachelor degree Management or equivalent; alternately a higher diploma or certificate in a relating field from a recognized institute combined with needed experience and exposure. 
  • A degree in Engineering will be treated as an advantage. 
  • Working knowledge with “EFB” system’s hardware, operating system and installed software applications. 
  • Certified ISO 9001 or similar is highly preferred. 
  • Compliance, Document Control, Librarian and Quality Assurance trainings are an added value and may be treated as conditional for this role. 
  • Possesses appropriate knowledge of the legal requirements of the GCAA or a major civil aviation authority  
  • Hands on technology systems & tools; proficient in Microsoft Office, Internet and Web search; Adobe Frame Maker /Illustrator/Adobe/ERP/ EFB is an advantage 
  • Excellent written and verbal communication skills: reporting, presentations, etc. 
  • Fluent in English Language.  

Work Experience

  • 5+ years of related working experience as “Document Controller” in any industry out of which a minimum of 2 years at least in the airlines industry in a similar or related position; experience with low cost airline is a plus. 
  • Possesses an in-depth knowledge in documentation control systems. 
  • Possesses appropriate exposure to the legal requirements of the GCAA/CAA/IOSA pertaining to the operations and engineering policies, procedures, manuals and licensing. 
  • Aircrafts technical knowledge and relative exposure to aircrafts maintenance requirements would be a plus. 
  • Relative understanding of the aircraft planning and maintenance publications and their relation to the airworthiness program. 
  • Effective team player capable of supporting teams of different functions. 
  • Excellent communication skills (verbal, written) expressed in high level of accuracy. 
  • Possesses excellent organizing and time management skills even in frequently changing environments. 
  • Applies judgment in assessing matters combined with good problem solving skills. 
  • Dependable, self-initiative, takes ownership, and displays energy and enthusiasm. 
  • Multi-task and details oriented with high accuracy, capable of working hard and under pressure. 
  • Capable of using technical skills and interpersonal relations to support company’s objectives. 
  • Demonstrates the ability to contribute and successfully deliver against business strategy and set KPIs.

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