Standards & Procedures Specialist  Full Time NEW

Position Overview

The Standards & Procedures Specialist (IMS Developer) plays a key role in developing, maintaining, and continuously improving the Integrated Management System (IMS) at Etihad Rail Infrastructure (ERI). This position is responsible for structuring and controlling IMS documents—including policies, procedures, standards, and work instructions—in alignment with ISO standards, Lean Six Sigma principles, and organizational needs.

The specialist ensures proper mapping of parent-child document relationships, conducts quality checks, identifies and addresses obsolete documents, and supports internal and external audits. The role also includes identifying opportunities to automate document workflows, coordinating with the IT team, and supporting the implementation of digital solutions. This position contributes directly to ensuring compliance, operational efficiency, and continuous improvement across the organization.

Roles and Responsibility

• Establish and maintain a well-structured Integrated Management System (IMS) documentation hierarchy by defining clear parent-child relationships between policies, standards, procedures, and work instructions. Utilize structured process mapping tools such as Supplier-Input-Process-Output-Customer (SIPOC) diagrams and value stream mapping to ensure clarity, reduce redundancy, and enhance process efficiency.
• Lead the document control function, ensuring robust version control, indexing, controlled access, and document lifecycle monitoring. Conduct regular document quality checks, formatting reviews, and random inspections to detect obsolete or superseded documents. Record findings and initiate corrective actions in coordination with document owners to ensure continued compliance and accuracy.
• Apply standardized methodologies to map the relationships between high-level policies and their corresponding operational procedures and work instructions. Develop clear visual models to illustrate documentation flow and traceability, ensuring that changes in one document are reflected consistently in related documents.
• Collaborate closely with process owners and department leads to align all operational procedures and work instructions with the IMS framework. Utilize Lean Six Sigma tools, such as Define-Measure-Analyze-Improve-Control (DMAIC) and the “5 Whys,” to identify documentation gaps, inefficiencies, or inconsistencies. Ensure all updates emphasize standardization, value creation, and alignment within the documentation hierarchy.
• Support internal and external audit processes by maintaining a well-organized and traceable documentation structure. Assist in resolving audit findings using root cause analysis tools such as Pareto charts and other structured problem-solving techniques.
• Provide training and user support across the organization to promote proper use and navigation of the IMS. Offer guidance on best practices for document creation and maintenance, emphasizing adherence to standard formats, hierarchy awareness, and documentation accuracy. Promote Lean documentation practices such as standard work and poka-yoke (error-proofing).
• Collaborate with the IT department to identify opportunities for automating documentation workflows. Participate in feasibility assessments, support implementation of document management solutions, and ensure that automated systems enhance accessibility, control, and compliance.
• Serve as the central point of contact for IMS-related inquiries, engaging with cross-functional teams to ensure their processes are properly documented and aligned with the broader IMS framework.

Desirable qualifications, skills and experience

Minimum Qualifications:

• Bachelor’s degree or diploma in engineering, Occupational Health & Safety, Environmental Science, Quality Management, Business Administration, Information Systems, or a related field.
• Certification in Integrated Management Systems (e.g., ISO 9001, ISO 14001, ISO 45001) is preferred.
• Lean Six Sigma Green Belt or higher certification is highly desirable.

Experience:

• Minimum of 5 years of relevant experience in IMS development, standards and procedure writing, document control, or quality management systems.
• Proven experience in developing and managing documentation structures in accordance with ISO standards.
• Experience with structured process mapping techniques (e.g., SIPOC, value stream mapping).
• Experience coordinating with cross-functional teams, including IT, for system or process automation.
• Exposure to audit environments (internal/external) and supporting compliance functions.

Technical Skills:

• Strong knowledge of ISO standards and documentation hierarchy structures (policies, standards, procedures, work instructions).
• Proficient in document management systems and collaboration tools (e.g., SharePoint, EPFM, EDMS, Documentum, or similar).
• Familiarity with quality tools such as root cause analysis, 5 Whys, Pareto charts, and process flow diagrams.
• Ability to use or interpret Lean Six Sigma methodologies (DMAIC, standard work, poka-yoke).
• Understanding of IT systems and digital tools used for automation of workflows and document control.

Soft Skills:

• Excellent written and verbal communication skills, with the ability to simplify complex information.
• Strong attention to detail and a structured, methodical approach to documentation.
• Analytical and problem-solving mindset with the ability to manage multiple tasks.
• Strong collaboration and stakeholder engagement skills across departments and levels.
• Proactive, continuous improvement mindset with the ability to challenge inefficiencies constructively.