Document Controller & Administrator at Lake Turkana Wind Power (LTWP)

Job Summary

To manage and maintain LTWP’s project documentation systems, ensuring accurate, secure, and accessible records for PMO, site-wide operations, and company-level documentation. Responsibilities include electronic filing, maintaining registers, managing drawings and as-builts, and ensuring compliance with LTWP’s Document Control Procedure, QA/QC standards, and ISO 9001 requirements.

Key Responsibilities

PMO Documentation Management

• Maintain and update PMO project files, registers, and electronic records, ensuring all records are stored and managed within the approved document management system with proper folder structure, metadata and access controls.
• Maintain Document Registers, transmittal logs, and revision histories for traceability.
• Ensure all PMO documents are created, reviewed, approved, distributed, and archived in accordance with the Document Control Procedure.
• Ensure version and revision control and correct distribution of project documents.
• Track document review and approval workflows for ongoing projects.

Site Documentation Oversight

• Manage site-wide documentation, ensuring alignment with LTWP document control procedure and industry standards.
• Maintain registers for site wide documents.
• Support department heads with document storage, access and retrieval by enabling secure and role based access (RBAC) to documents for site operations
• Train department heads on document control procedure, processes and best practices for document management

Company-Level Document Control

• Manage the central electronic filing system for company-wide documents, ensuring it is hosted on approved enterprise platforms with structured taxonomy, metadata standards and role-based controls (RBAC).
• Maintain archives for companywide documents.
• Ensure compliance with LTWP document retention policies and data protection and privacy requirements in line with the Data Protection policies.
• Maintain a Master Document Register for all company documents with real time updates and unique document identifiers for accuracy and traceability

Drawings & As-Builts Management

• Receive, log, and store engineering drawings and as-built records.
• Ensure correct revision control and timely distribution to relevant teams.
• Coordinate with contractors and consultants to obtain final as-built documentation.

Compliance & Reporting

• Ensure adherence to LTWP document control SOPs and QA/QC requirements.
• Prepare monthly reports on document control activities.
• Participate in audits and inspections related to documentation.
• Monitor and improve data quality, completeness and metadata compliance across all document systems and identify opportunities for automation using digital tools.

Other Responsibilities

• To support the behavior of working as LTWP, sharing best practice, and collaborating with colleagues outside of own sphere of business.
• To ensure full participation in the Performance Appraisal Review (PAR) process and maintain an up-to-date record of all training and development activities/programs.
• To always act and behave in a way compliant with all LTWP company guidelines and policies, especially those relating to values and behaviors, environmental health and safety, ethics and codes of conduct, as it is through living our values that we strengthen the culture of our business and demonstrate our understanding of our Code of Conduct.
• Promote and support a paperless and digitally driven working environment ensuring efficient, secure and compliant use of information systems.
• Any other duties deemed necessary and relevant by the management in the smooth running of the Wind Farm Site operations.

Qualifications

• Diploma or Bachelor’s degree in Records Management, Business Administration, Project Management or related field.
• 3+ years in document control, records management, or administration.
• Experience with electronic document management systems (EDMS).
• Practical understanding of data protection ensuring secure handling of sensitive documents in line with the data protection act (DPA) 
• Proficiency in Microsoft Office Suite.
• Familiarity with ISO 9001 document requirements is an added advantage.