Document Control & Configuration Manager

Position Overview

The Document Control & Configuration Manager is responsible for establishing, implementing and maintaining the Hafeet Rail Operations Document Control and Configuration Management Framework, ensuring that all controlled operational documentation, competence records, standards, Rule Books, procedures, work instructions and safety-critical information remain accurate, controlled, traceable and available throughout Operational Readiness and into commercial operations.

Responsibilities

• Document Control Framework:
• Develop and implement the Hafeet Rail document control framework, procedures, templates and numbering conventions for controlled documentation.
• Manage the electronic document management system (EDMS), including workflows, access controls, review/approval cycles and records retention.
• Ensure controlled distribution, revision management and traceability of engineering, operational and safety documentation.
• Configuration Management:
• Establish and operate the configuration management system covering asset baselines, engineering change and configuration status accounting.
• Manage the engineering change process, including impact assessment, approval workflows and implementation tracking.
• Ensure alignment between physical asset configuration, asset information and controlled documentation at handover and through operations.
• Operations Documentation Governance
• Act as Custodian of all controlled Operations documentation.
• Maintain the Hafeet Rail Rule Book configuration baseline.
• Control Operational Manuals.
• Control OCC Instructions.
• Control Depot Instructions.
• Control Terminal Procedures.
• Control Emergency Plans.
• Control Safe Systems of Work.
• Control Operational Standards.
• Control Temporary Operating Instructions (TOIs).
• Control Weekly Operating Notices (WONs).
• Control Safety Bulletins.
• Control Operations Circulars.
• Ensure controlled publication, issue, withdrawal and archival of operational documentation.
• Ensure that obsolete documentation cannot be used in operational environments.
• Safety Case and Regulatory Documentation Support:
• Manage the documentation and evidence baselines supporting the Operations Safety Case, certification and regulatory submissions.
• Support audits, assessments and reviews by providing controlled, auditable documentation and configuration records.
• Coordinate documentation handover from delivery contractors, verifying completeness and compliance with handover requirements.
• Operational Readiness Management:
• Oversee the preparation and implementation of operational readiness strategies and plans related to document control and configuration management, including documentation readiness for testing & commissioning and handover.
• Coordinate operational readiness activities including testing & commissioning support, trial operations, training and resource mobilization in line with the Operational Readiness Plan.
• Ensure that all systems, processes and procedures within the area of responsibility are fully functional, validated and compliant with safety and performance requirements ahead of Entry into Service.
• Stakeholder Engagement:
• Act as the focal point for internal and external stakeholders on all matters related to document control, configuration management and controlled information.
• Facilitate seamless communication and interface management between internal teams, contractors, suppliers and external partners.
• Ensure alignment of deliverables with stakeholder expectations, contractual obligations and regulatory requirements.
• Risk and Issue Management:
• Identify potential risks and issues impacting operational readiness and steady-state operations within the area of responsibility.
• Develop mitigation plans and implement corrective actions as needed.
• Maintain the relevant risk registers and report regularly to senior management on status, progress and emerging risks.
• Quality Assurance and Continuous Improvement:
• Establish quality benchmarks and ensure compliance with applicable industry standards and Hafeet Rail management requirements.
• Conduct reviews and audits to identify lessons learned and implement improvements for future initiatives.
• Promote a culture of continuous improvement, data-driven decision making and operational excellence.
• Leadership and Team Management:
• Lead, develop and manage the document control team and configuration management resources, ensuring the right structure, capability and capacity to deliver.
• Develop team capabilities through training, coaching and mentorship, fostering a culture of accountability, collaboration and excellence.
• Ensure clear communication between teams, management and stakeholders to align on objectives and deliver results.
• Compliance and Safety:
• Ensure adherence to regulatory, safety and environmental requirements across all document control and configuration management activities.
• Drive a strong safety culture, supporting audits, inspections and the close-out of corrective actions.
• Support the development and maintenance of the Hafeet Rail Operations Safety Case, safety management system and associated assurance processes.

Qualifications

• Bachelor’s degree in Engineering, Information Management, Business Administration or a related field.
• Recognised certifications in configuration management or document control highly desirable.

Experience

• Minimum of 10–15 years’ experience within engineering document control, configuration management or quality assurance environments supporting major railway or infrastructure programmes.
• Demonstrated support to operational readiness, testing & commissioning or asset handover phases highly desirable.

Skills

• Expertise in Operational Document Control, Configuration Management, Rule Book Governance and Controlled Publication Managements.
• Team Leadership and Mentoring
• Project Management and Risk Mitigation
• Communication and Stakeholder Management
• Willingness to travel to project sites across the UAE and Oman as needed
• Ability to work under tight deadlines and adapt to dynamic project environments
• Direct responsibility for Railway Rule Book configuration management.
• Experience establishing operational document control systems for an Operational railway.
• Experience supporting Operations Safety Cases and regulatory authorisation.
• Experience managing operational publications, notices and controlled standards.
• Experience integrating competence management systems with controlled documentation.
• GCC railway experience.
• Experience using enterprise EDMS Systems
• Proficiency in electronic document management systems (e.g. Aconex, ProjectWise, SharePoint or equivalent) and configuration management tools.
• Strong data management, metadata and records management capability.
• Ability to design workflows, rep