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POSITION DESCRIPTION

DETAILS

REPORTING RELATIONSHIPS

Internal Reporting / Key Relationships

• Engineering Manager.
• Superintendent Governance and Technical Stewardship
• Superintendents.
• Supervisors.
• Engineers.
• Specialists.
• Maintainers.

External Reporting / Key Relationships

• Original Equipment Manufacturers (OEM).
• Contracting partners.
• Engineering and technical consultants.

PURPOSE

Describe the intent of this position

Performs activities associated with controlling information on the document management systems (Vault and SharePoint) and Blue room by updating all records and files, communicating with users on the availability of information and coordinating the storage and distribution of hard copy versions located in the central filing section in order to ensure accurate and current engineering information is available to personnel and specific procedures regulating document and information flow are complied with.

ACCOUNTABILITIES

Key Responsibilities

Deliver “We all guarantee everyone goes home safe and well” through creating a culture of care and accountability as an enabler to continuously learn and improve.

1. OPERATIONAL PLANNING

• Co-ordinates the activities associated with controlling the ‘document management systems’ by updating and maintaining the information database;
• Scheduling document review sessions;
• Conducting audits to ensure all documents generated at the company meet the prescribed quality standards;
• Performs activities associated with controlling information on the document management system by updating all records and files;
• Communicating with users on the availability of information and coordinating the storage and distribution of hard copy versions located in the central filing section to ensure accurate and current engineering information is available to personnel.

2. OPERATIONAL / TECHNICAL EXECUTION

Governance and Stewardship

• Ensure all systems and procedures designed to control and co-ordinate document flow are complied with supporting accessibility to, and availability of, current and accurate information/ records.
• Ensure all controls and systems associated with the safekeeping and distribution of records/ documents are complied with enabling accessibility to, and availability of, accurate and up to date information.
• Ensure specific administrative requirements are adhered to and all procedures/ instructions are complied with.
• Ensure consistency of application is achieved and maintained and quality procedures regulating document flow are complied with.
• Ensure the information on the ‘master index’ is current and up to date and the system is efficiently managed enabling effective control to be exercised over the flow and status of documents being created or under revision.
• Communicating with all departments (Document owners, Process teams and Office Administrators) on specific issues and pursuing outstanding documents.
• Provide guidance on the correct use of the template to document owners and Office Administrators.
• Train office administrators and Administrator HRD to perform the required tasks for review of Standard Operating procedures and Training modules respectively. Responding to requests for revision or new procedures numbers from document owners.
• Circulates the amended procedure for endorsement and approval by the Vice President Operations.

Technical execution

Controls the flow of all engineering type documents, specifications, manuals and drawings, by:

• Receiving and recording specific attributes/ details in the master index (name, description, revision number, etc.) on the electronic document control system (Asset Information Management System).
• Scanning hardcopies (project documents, vendor specifications, instructions, etc) and attaching information to existing files or creating new folders.
• Copying and moving files from/ to shared network drives, updates the document control system database and communicates with personnel on the availability of documents/ information.
• Interacting with the Office Administrator and alerting engineering personnel on revision/ review deadlines.
• Co-ordinates the issuance and acceptance of current and accurate technical documentation for the Operation.
• Leads the collation, maintenance, issuing and accuracy of engineering standards, specifications, procedures, programs and drawings for the allocated Operational area in line with associated document management standards.
• Leads the maintenance of physical and electronic documentation in line with defined document management standards.
• Updating all attributes pertaining to the index (due and approval dates, revision numbers, etc.).
• Formatting the layout of templates.
• Responding to requests for revision or new document numbers from document owners.
• Ensure that all drawings done internally and externally are completed using the correct template and are approved accordingly.

Controls the filing, safekeeping and distribution of all hardcopy versions from the central filing section located within the Engineering Department, by:

• Verifying contents of folders/ files against checklists.
• Inserting identification codes/ labels on all items prior to storage.
• Updating archiving registers (manual/ electronic versions) with unique numbers and location codes.
• Receiving revisions and amendments and updating files/ records accordingly.
• Checking information on the access control registers are completed by engineering personnel prior to the removal of records.
• Monitoring document flow and communicating with document owners and reviewers on specific requirements.

Conducts audits of all types of documents in the Company system, by:

• Audit the project files to check adherence to document management process.
• Site audits to check for conformance to document management process.
• Monitoring conformance and checking the format attributes.
• Attending to queries and resolving problems related to application for documentation.
• Presenting information to the Superintendent; Process and Quality on the status of the Document Management System.

Reporting and Controls

• Generating reports detailing document movement, status, revision dates and forwards to the Superintendent; Engineering Services for review and comments.
• Monitor the approval flow of business documents on SharePoint

Stakeholder management

• Collaborate with all users of technical documentation.
• Co-ordinate and control administration of business documents with Office Administrators.

HEALTH, SAFETY, ENVIRONMENT AND QUALITY

• Ensure that adherence to Company safety standards.

QUALIFICATIONS, SKILLS AND EXPERIENCE

Qualification/s Required

• Minimum of Grade 12 Science;
• Excellent communication skills and the ability to work effectively within a multidisciplinary team;
• English (fluency in speaking, reading and writing);
• Portuguese (fluency in speaking, reading and writing).

Technical/Specialist Skills Required

• Working knowledge of the plant’s areas of operations and functions;
• Possess good knowledge in document control and management processes and standards and ISO standards;
• Solid knowledge in document control and management processes and global standards (mainly ISO standards);
• Organisational skills;
• Time management skills;
• Proactive, take initiative and well organized;
• Knowledge and experience with AutoCAD is also advantageous;
• A keen eye for details along with the ability to organize bulk data;
• Ability to adapt to the culture of the company;
• Systematic and able to work under pressure.

Experience

• Minimum of 5 years of experience as a Document controller, preferably in related industries;
• Proficient in MS Office applications (Excel, Words and PowerPoint) is a must and knowledge in using document control software is advantageous;
• Experience in auditing electronic documents to ensure they contain accurate revisions, states, dates, attributes and are numbered correctly.

Our team of recruiters will contact you if your CV matches the requirements.

Kindly submit your applications through email: gildo@tusanomoz.com

Applications must be submitted by 4th April 2025.

Kindly write Document Controller in the Subject Line.

Only eligible applicants will be contacted.