Senior Document Controller at CSI Energy Group

Description

• If meticulous organization and safeguarding information is your strength, we need you as our Senior Document Controller.
• Just like a well-organized filing cabinet that securely holds essential documents, your role will be pivotal in managing, structuring, and securing all project documents. Your attention to detail will ensure that everything is stored in the right place and accessible when needed, keeping our projects running smoothly.
• Based in Kenya and reporting to the QAQC Manager, you will be the central organizer of our document management system, ensuring accuracy, security, and efficiency in handling all documentation throughout the project lifecycle.

Key responsibilities

Operational Management

• Management of documents as per Share-point file structure, ability to upload and manage documents through BIM360 in compliance with the communication manual and guidelines.
• Set up the internal document management system on the project
• Review contractual requirements for document control
• Proactively execute, control and monitor the document control process in a project
• Liaise with external clients and subcontractors to set up document management system and arrange access for the project team
• Prepare, distribute, and record all project related documents; i.e. internal documentation, subcontractor documentation,
• Ensure the project team is aware of specific project document control procedures, review cycles and periods, approaching due dates and deadlines
• Contribute actively to the development of the document control discipline
• Support the project team as a project secretary, if and as required
• Manage and implement all supportive and facilitating processes, including training of the various project team members on both the internal and client DMS
• Control all aspects of project documentation on multiple simultaneous clients, utilizing various control methods/systems.
• Ensure all documentation provided is as per Client quality formatting requirements.
• Work in strict co-operation with the Project Manager to ensure project progress status integration.
• Always adhere to the laid down Health and Safety regulations.
• You'll be responsible for supervising the other Document Controllers within the projects and liaising with the Client, Subcontractors, Suppliers and various project disciplines to support and coordinate Document Control activities, actions, and reporting.

Planning 

• Plan, coordinate and evaluate both their own and the Document Controller's schedules to meet project requirements through effective time management

People and Relationship Management

• Work with Engineers, Supervisors, etc to achieve the target

Reporting & Analysis 

• Preparing Daily reports, Observations and Non-Conformance reports as necessary.

HSEQ 

• Follow HSEQ Procedure all times

Compliance 

• Company policies and standard operating procedure
• All relevant laws and regulations

Perform any other duties assigned. 

Qualifications

• Diploma in Business Administration or any equivalent
• 6 to 10 years of Practical / hands-on experience in document management roles
• High level of proficiency in Microsoft Office Tools and aptitude for ICT applications
• Good communication skills with an understanding of English, both written and spoken
• Familiarity with the Project Management.
• Demonstrable experience in working with Electronic Document Management System (for example CIM,BIM 360, sharepoint or any other DMS)
• Advanced user Microsoft Office
• Strong interpersonal, communication and customer service skills are also essential
• Previous experience from a similar role within the energy/construction industry.