Senior Specialist– Document Control
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Key skills for this role
About the Role
AD Ports Group seeks a Senior Document Control Specialist to manage document control systems (UCM/EDMS) for ECFZ programmes. The role requires 5-7 years of document control experience, a Bachelor's degree, and proficiency in Microsoft Office and Adobe Professional.
Key Skills for This Role
Responsibilities
- Create, organize and maintain systematic filing of all files/documents and correspondence
- Ensure changes on documents are reflected and updated in archives
- Maintain Document Management Process & Procedures
- Data/Records Management, Retention Management, Project folder structure
- Attend project kickoff meetings to highlight DC role and EDMS system progression
- Setup new Projects and Contracts on the EDMS System
- Prepare and issue periodic project reports for management
- Coordinate with Contractor to get Projects Deliverable List and verify document numbering
- Ensure document control system meets OGSM requirement
- Responsible for EDMS and Document Management Orientation for newly awarded contracts
- Distribute documents to Stakeholders
Requirements
- Bachelor’s degree holder
- Basic knowledge of Electronic Document Management System (EDMS)
- Proficient in Microsoft Office Programs (Word, Excel, Outlook, etc.), Adobe Professional, and others
- 5 7 years experience in a Document Control role
Full Job Posting
Job Description
- The purpose of this role is to ensure the accuracy, integrity, and timely maintenance of the department’s document control management systems (UCM/EDMS), while acting as the central focal point for all project related documentation across ECFZ programmes.
Core Responsibilities
- Create, organize and maintain systematic filing of all files/documents and correspondence with complete suitable archiving and storage of all completed documents, electronically and hard copy.
- Ensures changes on documents are reflected and updated with the relevant documents as required in archives.
- Maintain Document Management Process & Procedures to ensure an adequate Document Control System is in place.
- Data/Records Management, Retention Management, Project folder structure, and Achieve Project/Program Documents.
- Attend the project kickoff meeting to highlight the DC role and the EDMS system progression.
- Setup new Projects and Contracts on the EDMS System.
- Prepare and issue periodic project reports for the ETS Management documentation and submitting to the management for their review and highlighting of any overdue action and issues.
- Coordinating with the Contractor to get the Projects Deliverable List and to verify the correct document numbering is being followed.
- Ensure the document control system meets the OGSM requirement (Objectives, Goals, Strategies, and Measures).
- Responsible for EDMS and Document Management Orientation for newly awarded contracts to contractors and consultants.
- Distribute documents to the Stakeholder.
Qualifications
- Bachelor’s degree Holder.
- Basic knowledge of Electronic Document Management System (EDMS).
- Proficient in Microsoft Office Programs (Word, Excel, Outlook, etc.), Adobe Professional, and others.
- 5 7years experience in a Document Control role.
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