Job Description

Job Title: Project Document Controller

Reports to: Project Services Manager (PSM)

Industry: Agriculture Hub project- under Oil and Gas industry

Location: Nairobi

Overall Purpose of the Job: To develop project document control procedures in line with Company standards.

To manage all project documentation, both electronic and hard copy, in line with agreed procedures.

Main Responsibilities

• The Project Document Controller is a specialized resource that, during all project phases, is responsible for the management and control of the issued documentation.


• The Project Document Controller organizes also the information systems related to the documentation management.

Key Activities

• Open a dedicated EDAM site and SharePoint site(s).


• Give access to the involved Company Personnel and manage the accesses along the project phases


• Upload in EDAM and SharePoint the necessary data (Document List, Distribution Matrix).


• Receive the documents, upload and distribute them according to Distribution Matrix for Company Approval / Information, send back comment sheets to Contractors/Vendors.


• Monitor document physical progress and prepare reports.


• Provide training and support to EDAM and SharePoint users.


• Ensure that all Project documentation produced are in accordance with Company requirements (e.g., check the correctness of document title block, coding, etc.).


• Expedite consignment/return of documents.


• Send and receive official communications (letters, etc) to/from Contractors/Vendors.


• Upload the final revisions of the Project documentation into Company repository MyDoc.


• File all the Project engineering documentation in paper and electronic archives, including the as-built documents modified in field.

Qualifications

• Technical Diploma / Degree in archive and records management or equivalent


• At least 4 years of experience in the similar field


• Preferred previous experience in Document Management, preferably in Oil & Gas industry


• Fluent knowledge of English.

Training and Courses

• Project Management Office basic and advanced.


• Specialist software training (Sharepoint).


• Documentation Management system & Coding.

Required knowledge, technical or professional skills

Project Configuration:

• Develop Project Communications Plan: process of determining Project Stakeholder information needs and establish project communication channels, both external & internal to the project team

Project Monitoring and Controlling Process:

• Preparation of Project Performance Report (Weekly, Monthly), periodically update about Project documentation status & management ERP (Enterprise Resource Planning System)


• EDAM effective use and implementation


• SharePoint effective use and implementation


• MyDoc effective use and implementation

Specific knowledge, technical or professional skills

• Extra information, to be customized on specific needs

Required personal capabilities

• Knowledge and know-how: Analysis, Planning and control, Problem Solving, Results orientation


• Teamwork: Communication skills, Networking, Teamwork, Team leadership


• Passion – Setting an example: Positive attitude, Energy, Resilience


• Courage to change: Openness, Flexibility / lateral thinking, long term vision, Decision-making, Initiative

How to Apply

To apply, send your CV only to applications@flexi-personnel.com before 25th September 2021.

Clearly indicate the exact position (Project Document Controller) applied for and your minimum salary expectation on the subject line.

NB: Flexi Personnel does not charge candidates for job placement.

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