Contract: Senior Document Controller at Transnet

Position Purpose:

• To ensure that efficient day-to-day service in managing all project-related documentation provided to TPL. All project-related
• Records and documentation must be compiled, tracked, stored and retrieved in an organized and systematic manner.
• Develop a resource plan to meet programme and project service requirements. Manage processes and procedures to ensure effective service and product delivery to customers.

Position outputs:

• Ensure that all documentation/correspondence, both technical and nontechnical generated on a project is properly managed in terms of identification, registration, approval, distribution and filing.
• Liaise with Project Director/ Principal Project Manager, Senior Project Manager, Project Manager and Engineering
• Managers to ensure all documentation requirements/deliverables for the project comply with requirements of Project

Execution Plan (PEP)

• Provide expert input to the project on the documentation requirements and deliverables
• Regular interaction with internal and external stakeholders to ensure professional service is delivered and that all
• contractual requirements are being met
• Ensure adherence to and the effective use of tools, Transnet systems and procedures
• Ensure effective documentation management from project initiation, planning, execution, control to close out
• Ensure adherence to quality standards and compliance with the requirements of Project Lifecycle Planning
• Prepare and present detailed status reports and all required reports to the Project Management Team
• Responsible for setting up Document Control requirements of a Project and implementation of Database Management system
• Overall document management of the assigned project including mobilization and demobilization and day to day
• management of project document control staff.
• Ensuring single point interface for all document control activities on a project for client, vendors and subcontractors.
• Provide necessary procedural and database management training to the project document control staff and the project
• team.
• Develop Project Master Distribution Matrix including project numbering, archiving and defining various media of
• distributions.
• Under the guidance of Project Management:
• #Familiarize with Project Contract Scope of Document Control
• #Co-ordinate with various project personnel in establishing document control procedures and systems viz, Subcontractor etc.
• #Establish project procedures and capture mandatory document properties to support project commissioning, close out etc.
• #Interact with the client and provide necessary reports.
• Establish platform for tracking and exchanging of data between client, vendors and subcontractors.
• Interpret project document control requirements and ensure compliance
• Ensure access and guidance to all project personnel on project networks and location of various important procedures
• and standards.
• Implement lessons learned system.
• Co-ordinate with other design offices and site offices for project data management system.
• Familiarize with the project/client requirement on project close out, data retention and archiving, As-builts, Vendor
• Manufacturing Record Book and develop necessary work process.
• Implementation project records retention and archival and map project close out activities.

Qualifications & Experience:

• Matric (Grade 12) plus relevant certificate or National Diploma
• A minimum 5 years' experience in document control and management environment of infrastructure projects
• Minimum of 5 years' experience in managing of and controlling of documentation and information

Standard Job Requirements

• Driver’s license code 08
• Travel as required and approved.

Competencies:

• Sound technical knowledge in a multidiscipline environment
• Good understanding of records and archiving legislation
• Basic Organisational and business understanding
• Basic knowledge of project management methodologies and project management
• Good engineering knowledge
• Basic understanding of quality assurance, contract management and procurement terminology