Lead Document Controller

The Document Control Lead has responsibility for the development, maintenance, and updating of the programme and project document control processes. This has to be done in accordance with policies and procedures established for the programme.

The Project Document Control Lead is also responsible for the oversight and management of the document control of the EPCM/contractor/consultant.

Specific Responsibilities

The following specific responsibilities are assigned to the Document Control Lead:

1. Pre-feasibility and Feasibility Study: Develop and implement the project document control processes in accordance with the Project Execution Plan (PEP).
2. Project Owner’s Team Interface: Interface with the Project Owner’s Team for each project in the Programme with relation to the document control requirements and services. Assist the Owner’s Team to find solutions when document control problems arise. Assist with performance management for Owner’s Team staff members if required.
3. EPCM/Contractor Management: Manage and oversee the project document control activities of the EPCM/Contractor/Consultant Teams within the constraints of the approved Early Business Case Report and study phase PEP. Maintain direct contact with the management of EPCM and other major Contractor Teams to facilitate an effective working relationship. Manage the EPCM Document Control Leads and Teams and intervene when document risks are raised and issues arise.
4. Oversight of Execution: Responsible for the project document control oversight of the projects during the study phases and the execution, which will include liaising and co-ordinating with the Project Managers for overall execution, the Engineering Manager for the design deliverables, the Procurement Manager for contracting and procurement documents, the Construction Manager for site services during construction, the Commissioning Manager for document workflow and storage during the cold and hot commissioning and handover, and the Operational Readiness team throughout this process.
5. Project Control: Manage the document services in the project control environment throughout the development and implementation lifecycle up to final handover of the completed project to Operations. Ensure that the quality standards, policies, and procedures are adhered to and assurance processes are supported.
6. Project Services: Ensure that health, safety, and environmental (HSE) standards, policies, procedures, and related processes are adhered to and monitored on an ongoing basis. Adhere to the communication processes both within the Owner’s Team and externally with other stakeholders. Adhere to the communication protocols with the EC/EPCM and Contractor Teams to ensure that communication is clear. Manage the document control processes and system to ensure project information and documents are appropriately managed. Adhere to and manage all Risk Management processes.

Risk Management

• Identify risks to project execution as per the Feasibility Study.
• Define risk mitigation plans and facilitate the application of approved solutions.
• Identify and manage additional risks and issues arising during project implementation.
• Keep the Project Sponsor updated as to the significant risks and any deviations or changes to project risk profile.

Utilise the required project IT infrastructure. Consult with the legal team to ensure that the project is executed within the Legal and Regulatory framework of the programme.

Requirements

• Highly proficient in working on SharePoint.
• Diploma or certificate in Administration/Quality Management OR Grade 12 with relevant experience OR equivalent education and job-related experience.
• Minimum of 3 years of relevant experience with diploma or certificate OR Minimum of 5 years of relevant experience with Grade 12.

Skills

• Project leadership
• Problem solving and analysis
• Verbal and written communication
• Planning and organising
• Service and stakeholder focus
• Teamwork
• Negotiation
• Results driven
• Time management

Knowledge

• Project document control
• Quality control
• Information Technology systems
• Project support systems and administration
• MS Office applications and relevant software
• Governance, Risk and Compliance (GRC)