The Project
The project comprises a Grade A super high-rise mixed-use development in Almaty, Kazakhstan.
The Role
The Design Service Agreement for the Project requires all design deliverables to be submitted, reviewed and approved through a single online design management collaboration platform, agreed between the parties, which serves as the sole official channel for submission, review, approval and related communications, with a defined email fallback if the platform is unavailable. No proprietary system has yet been fixed, so this role will lead the selection, configuration and roll-out of the platform and administer it thereafter, together with the wider project EDMS covering correspondence, contract notices and site records. Deliverables are prepared in English, with Russian versions where required to satisfy official state requirements of the Republic of Kazakhstan, so the role operates a genuinely bilingual documentation regime.
Key Responsibilities
System establishment and administration
- Lead the evaluation, configuration and roll-out of the project’s online design management collaboration platform and EDMS, in line with the contractual requirements and recognised information-management practice (ISO 19650).
- Define and maintain the document numbering system, metadata standards, folder structures, revision control, distribution matrices and access rights across the Employer, AIS-Hill, the EPC contractor, the independent peer reviewer and the independent quantity surveyor.
- Configure and administer review and approval workflows reflecting the contractual review periods for design deliverables, with automated tracking of due dates, overdue reviews and resubmissions.
- Manage user onboarding, training and support for all project parties, and administer the agreed access rights and protocols.
- Operate the agreed email fallback protocol whenever the platform is unavailable, and reconcile records once it is restored.
Document control operations
- Register, distribute and track all incoming and outgoing correspondence, transmittals, drawings, specifications, reports, RFIs, submittals, meeting minutes and contractual notices.
- Maintain the bilingual (English / Russian) documentation regime, including tracking of Russian-language versions required for state submissions, on the basis that the English version prevails.
- Maintain complete, auditable records suitable for use in progress reporting, payment substantiation, variations, claims and any future dispute proceedings.
- Produce regular document control reports for the Program Director, including outstanding deliverables, overdue reviews and register status.
- Manage archiving, handover documentation and close-out records at project completion.
Person Specification — Essential
- Diploma or degree in a relevant discipline (document management, information management, engineering or construction-related).
- At least 8 years’ document control experience on major construction projects, including at least 3 years in a lead document control or EDMS administrator role.
- Hands-on administrator-level experience of at least one leading EDMS / common data environment platform (for example Aconex, Autodesk Construction Cloud, Procore or similar), including workflow configuration and roll-out to multiple organisations.
- Fluent written and spoken English, Russian and Kazakh.
- Working knowledge of ISO 19650 information-management principles.
- Experience of multi-party project environments involving an employer, contractor and independent consultants.
Critical Attributes
- Professional independence and objectivity when reviewing and commenting on contractor submissions, with the confidence to hold a position under commercial pressure.
- Disciplined record-keeping and correspondence habits, with a working awareness of notice and time-bar obligations under FIDIC-based contracts.
- Clear, concise written English suitable for formal contractual correspondence and reporting.
- Cultural awareness and the ability to work effectively across Kazakh, Chinese and international teams.
- Willingness to be resident in Almaty, Kazakhstan for approximately 4 years.
- Meticulous accuracy and consistency — the project record must stand up to audit and, if necessary, arbitration.
Desirable
- Prior experience on projects in Kazakhstan or the wider CIS region.
- Experience on projects delivered by Chinese EPC contractors.
- Conversant in Mandarin.
- Formal ISO 19650 or equivalent information-management certification.
What AIS-Hill Offers
- A competitive professional package.
- The structure and backing of an established international consultancy, with access to AIS-Hill’s broader network of project, programme and cost management professionals.