The Project Document Control Lead is also responsible for the oversight and management of the document control of the EPCM/contractor/consultant.
The following specific responsibilities are assigned to the Document Control Lead
Pre-feasibility and feasibility Study
Develop and implement the project document control processes in accordance with the Project Execution Plan (PEP).
Project Owners Team interface
Interface with the Project Owners Team for each project in the Programme with relation to the document control requirements and services.
Assist the Owners Team to find solutions when document control problems arise.
Assists with performance management for Owners Team staff members if required.
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.
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.
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.
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 Owners 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
- 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.
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 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
- Team work
- Negotiation
- Results driven
- Time management
- Project document control
- Quality control
- Information Technology systems
- Project support systems and administration
- MS Office applications and relevant software
- Governance, Risk and Compliance (GRC)
