Document Governance Set-up Specialist

NISH Tech BV is a global IT consulting and staffing company specializing in connecting highly skilled technology professionals with leading organizations across Europe. We provide expertise across IT governance, digital transformation, data management, enterprise IT, and technology consulting, helping organizations improve their processes, technology capabilities, and business outcomes.

We are currently hiring a Document Governance Set-up Specialist for one of our leading clients in the European energy sector. This role will support the development and implementation of a harmonized document management governance framework within an organization playing a key role in Belgium's energy infrastructure.

About the Role

We are looking for an experienced Document Governance Set-up Specialist to establish and implement a structured document management governance system.

The successful candidate will be responsible for developing standards and procedures covering metadata, localization, version control, and document retention, while coordinating with IT and business teams to ensure system compatibility, data integrity, information security, and efficient document management processes.

Role Summary

As a Document Governance Set-up Specialist, you will analyze existing document management processes, design improved governance frameworks, establish structured document control procedures, and support the adoption of best practices across the organization.

You will work closely with stakeholders across IT and business functions and contribute to digitalization, change management, process optimization, and information governance initiatives.

Key Responsibilities

Document Governance & Framework Development

• Develop and configure a harmonized document management governance system.
• Establish standards and procedures for:
• Metadata management
• Document localization
• Version control
• Document retention
• Implement structured document control procedures.
• Monitor compliance with document management policies.
• Identify and address governance gaps.

Process Analysis & Optimization

• Analyze existing document management and information management processes.
• Design and implement improved processes.
• Identify opportunities to optimize document handling.
• Lead initiatives focused on improving information management and operational efficiency.
• Promote standardized and consistent document management practices.

IT & Data Coordination

• Coordinate with IT and relevant business teams.
• Ensure compatibility between document management systems and existing IT environments.
• Support data migration activities.
• Ensure data integrity during migration and governance implementation.
• Contribute to information security and appropriate document control measures.

User Adoption & Change Management

• Train and support users on document management and archiving best practices.
• Promote correct and consistent usage of document management systems.
• Support digitalization initiatives.
• Contribute to change management activities.
• Help stakeholders adopt new document governance processes and standards.

Compliance & Continuous Improvement

• Monitor adherence to document governance policies.
• Identify process weaknesses and improvement opportunities.
• Implement corrective actions where required.
• Continuously improve document governance processes and information management practices.

Required Qualifications & Experience

• Bachelor's degree in Information Management, Business Administration, or a related field, or equivalent professional experience.
• Previous experience setting up or harmonizing a document management governance system within a business or technical environment.
• Experience with digitalization initiatives and change management.
• Strong organizational and analytical skills.
• Ability to establish structured document control procedures from scratch.
• Strong stakeholder management and communication skills.

Technical & Functional Skills

Mandatory

• Document Management
• Document Governance
• Information Management
• Document Control
• Metadata Management
• Version Control
• Document Retention
• Process Analysis
• Process Design
• Process Optimization
• Data Migration
• Data Integrity
• Change Management
• Digitalization
• Information Security
• Stakeholder Management

Soft Skills

• Rigorous and structured approach.
• Strong organizational and analytical skills.
• Excellent stakeholder management capabilities.
• Strong communication skills.
• Ability to work independently and collaboratively.
• Proactive and solution-oriented mindset.
• Strong attention to detail.
• Ability to manage change and drive user adoption.
• Ability to establish processes and governance frameworks from scratch.

Nice to Have

• Knowledge Management
• Information Governance
• Document Archiving
• Digital Transformation
• User Training
• Governance Framework Implementation
• Enterprise Document Management Systems

Why Join?

• Work with one of the leading organizations in the European energy sector.
• Contribute to projects supporting a sustainable and reliable energy infrastructure.
• Work on a meaningful document governance and information management transformation initiative.
• Gain experience across governance, digitalization, process optimization, and change management.
• Collaborate with diverse IT and business stakeholders.
• Join an environment that values innovation, collaboration, diversity, and knowledge sharing.