Contract: Document Controller / York

Yara Belgium SA/NV
Postal Address
Manhattan Building, Avenue du
Boulevard 21, box 4
B-1210 Brussels
Belgium
Visiting Address
Manhattan Building, Avenue du
Boulevard 21, box 4
B-1210 Brussels
Belgium
Telephone
+32 27 73 52 11
Telefax
+32 27 73 52 42
Registration No.
BE 0429 426 819
www.yara.be
1 / 3 SCOPE OF ASSISTANCE: Document Controller Department YTP Project : YaraVita Project
Costs on Dept Cost Center or projects Internal orders:……
Consultant reporting t: Project Manager Delivery Main Place of
Consultancy
Assistance: Mainly new site Office at Ozone II park – Howden - York Homeworking/
Hybrid Working situ
ation? Are there homeworking possibilities? To be agreed Summary Profile 10+ years of experience Scope of Work Consultant will work within a project team responsible for building a new green field YaraVita plant in
north Yorkshire, UK.
Key activities will include:
-Administration of DMS systems, establish routines for handling of correspondence (transmittals), fol
low up of documentation review and comments both internally and externally. Keep an updated mas
ter document register, ensure all incoming documentation is coded in accordance with contractual re
quirement’s
-Focal points for Yara and the project team for any issues related to DMS
Coordinate all correspondence from all contractors and other stakeholders to DMS
-Administration of folders in preparation for handover to operations
-Administration and management of all IT hardware and software at site
2 / 3 Job Responsibilities - Deliverables ? Main user/access control document system:
o Be aware of the Yara and Project HES requirements,
o To ensure that HES is considered as priority,
o Be project contact point for any issues regarding the document management system
(currently SharePoint),
o Carry out necessary registration of the project documents in accordance with the pro
ject instructions,
o Assist the Project Team in the proper use of the internal document management sys
tem and the contractor’s document management system,
o Communication with document administrators in other Contractor offices,
o Ensure that the access rights are granted correctly as defined in the access matrix.
? Develop and maintain procedures and tools for Document Control:
o Implementation of the Check and Approval Matrix in the document control system,
o Implementation of interfaces with contractors' and suppliers' document controls sys
tems,
o Definition of the document handling processes,
o Ensuring administrative quality requirements are met.
? Use of the document management system:
o Maintain document files electronically (and on paper),
o Assist with development of project deliverable list,
o Ensure that internal documents are stored on the proper location and that document
metadata is properly filled-in in order to enable efficient search,
o Use of the document management system for document archive and workflows,
o Prepare and distribute "overdue" list to Project Management Team members regularly.
Inform individuals of late responses to reviews,
o Advice the Project Management Team on document control issues,
o Has the sole and only responsibility to administer Contractor documents,
o Starts the workflow and expedites Contractor documents for checking by engineering
function.
? Implementation of interfaces with contractors’ document controls systems:
o Assist the Project Management Team in the use of Contractors’ document control sys
tem,
o Archive and distribute Contractor documents via document managing system,
o Resolve divergences related with documentation between Company's engineers and
Contractor's document control department,
o Expedite documents between Company and Contractor and within project team.
? Transmittals:
o Receive, register, distribute and file transmittals and attached documents,
o Prepare outgoing transmittals,
? He or she will also establish contact with Contractors’ engineering team and/or document con
trol team to perform document administration tasks between the parties Duration/milestones Commencement
Date: December 2022
3 / 3 Anticipated
Completion Date: December 2025 Duration: 36 months Any Other Customer’s contribution
Yara Belgium SA/NV
Postal Address
Manhattan Building, Avenue du
Boulevard 21, box 4
B-1210 Brussels
Belgium
Visiting Address
Manhattan Building, Avenue du
Boulevard 21, box 4
B-1210 Brussels
Belgium
Telephone
+32 27 73 52 11
Telefax
+32 27 73 52 42
Registration No.
BE 0429 426 819
www.yara.be
1 / 3 SCOPE OF ASSISTANCE: Document Controller Department YTP Project : YaraVita Project
Costs on Dept Cost Center or projects Internal orders:……
Consultant reporting t: Project Manager Delivery Main Place of
Consultancy
Assistance: Mainly new site Office at Ozone II park – Howden - York Homeworking/
Hybrid Working situ
ation? Are there homeworking possibilities? To be agreed Summary Profile 10+ years of experience Scope of Work Consultant will work within a project team responsible for building a new green field YaraVita plant in
north Yorkshire, UK.
Key activities will include:
-Administration of DMS systems, establish routines for handling of correspondence (transmittals), fol
low up of documentation review and comments both internally and externally. Keep an updated mas
ter document register, ensure all incoming documentation is coded in accordance with contractual re
quirement’s
-Focal points for Yara and the project team for any issues related to DMS
Coordinate all correspondence from all contractors and other stakeholders to DMS
-Administration of folders in preparation for handover to operations
-Administration and management of all IT hardware and software at site
2 / 3 Job Responsibilities - Deliverables ? Main user/access control document system:
o Be aware of the Yara and Project HES requirements,
o To ensure that HES is considered as priority,
o Be project contact point for any issues regarding the document management system
(currently SharePoint),
o Carry out necessary registration of the project documents in accordance with the pro
ject instructions,
o Assist the Project Team in the proper use of the internal document management sys
tem and the contractor’s document management system,
o Communication with document administrators in other Contractor offices,
o Ensure that the access rights are granted correctly as defined in the access matrix.
? Develop and maintain procedures and tools for Document Control:
o Implementation of the Check and Approval Matrix in the document control system,
o Implementation of interfaces with contractors' and suppliers' document controls sys
tems,
o Definition of the document handling processes,
o Ensuring administrative quality requirements are met.
? Use of the document management system:
o Maintain document files electronically (and on paper),
o Assist with development of project deliverable list,
o Ensure that internal documents are stored on the proper location and that document
metadata is properly filled-in in order to enable efficient search,
o Use of the document management system for document archive and workflows,
o Prepare and distribute "overdue" list to Project Management Team members regularly.
Inform individuals of late responses to reviews,
o Advice the Project Management Team on document control issues,
o Has the sole and only responsibility to administer Contractor documents,
o Starts the workflow and expedites Contractor documents for checking by engineering
function.
? Implementation of interfaces with contractors’ document controls systems:
o Assist the Project Management Team in the use of Contractors’ document control sys
tem,
o Archive and distribute Contractor documents via document managing system,
o Resolve divergences related with documentation between Company's engineers and
Contractor's document control department,
o Expedite documents between Company and Contractor and within project team.
? Transmittals:
o Receive, register, distribute and file transmittals and attached documents,
o Prepare outgoing transmittals,
? He or she will also establish contact with Contractors’ engineering team and/or document con
trol team to perform document administration tasks between the parties Duration/milestones Commencement
Date: December 2022
3 / 3 Anticipated
Completion Date: December 2025 Duration: 36 months Any Other Customer’s contribution