Role and Responsibilities

Duties and Responsibilities:

Main Responsibilities:

• Report to the QA & CM Manager for establishing and maintaining an independent quality system, aligned with organizational and regulatory standards.
• Oversee the standardisation and development of the Quality System.
• Support departmental and organisational document standardisation and revisions according to regulations and internal requirements.

Specific Functions:

Document Control Centre Functions:

• Create and maintain trainee’s training records according to various training requirements.
• Manage records retrieval and distribution while maintaining chain of custody.
• Produce course completion certificates, transcript, transmittal letter, and maintain a reference register for certificate printing.
• Provide an enquiry service for staff, trainees, and customers for documentation-related information.

Record-Keeping and Document Control:

• Create, manage, and retrieve training records for various training programs, ensuring their completeness and retrievability.
• Maintain a centralised record-keeping system that adheres to standards of completeness, integrity, and accessibility.
• Register new documents, manage revisions, and handle the document approval process and publication.

Examination Management:

• Assist the process of examination including receiving question databanks (QDB) / Master Question Papers (MQP) from
• Subject Matter Experts (SME) / Test Authors / Knowledge Experts (KE).
• Ensure proper condition and availability of examination facilities, materials, and equipment, and conduct invigilation.
• Post-exam, handle answer sheet marking using Optical Mark Reader (OMR) and secure records in locked cabinets.
• Assist in maintaining and updating the master list of question papers according to Civil Aviation Authority of Malaysia (CAAM)requirements.
• Manage secure receipt and dispatch of examination papers for both internal and external use.
• Oversee the timely allocation and retrieval of examination papers.
• Perform marking of exam papers, analyse failure rates, and trigger updates or reviews of questions.
• Manage timely processing and publication of examination results to students, academic staff, CAAM and clients.

Quality Management System

• Support the implementation, management, and integration of a QMS.
• Report to management on quality issues, trends, and non-conformities.
• Assist in establishing clear metrics and goals, providing visibility to the QA & CM Manager on the QMS's performance.
• Quality Assurance and Auditing:
• Participate in internal and external and Quality Management System audits.
• Assist in the preparation and resolution of internal and external audits, including audits specifically targeted at the Document Control System.
• Assist in root-cause analysis for corrective actions and process improvements, reporting to management.
• Assist in implementation of corrective action and improvement process.
• Additional / Cross Functions Responsibilities:
• Undertake additional tasks and projects as assigned by the QA & CM Manager.

Qualifications and Skills:

• Degree in Business Management, Information Technology, or any related field.
• Minimum 3 years working experience in document control environment.
• Excellent written and oral communication skills. IT skills: Outlook, Word, Excel

Working conditions:

• Required to invigilate examination with short notice.
• Ability to work independently, organize and prioritize workload to meet deadlines and work to agreed standards.