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

• 1. 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: a. Familiarize with Project Contract Scope of Document Control b. Co-ordinate with various project personnel in establishing document control procedures and systems viz, Subcontractor etc. c. Establish project procedures and capture mandatory document properties to support project commissioning, close out etc. d. 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 and 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.