Document Control Clerk

Document Control Clerk

Not Specified
Not Specified

Job Description

Job Description
Job Purpose:

Jobs at this level undertake various document control functions related to: -

Project documentation, project final documentation /Handover dossier, and archiving for large EPC projects at all phases. This includes PMT, Client, engineering, procurement, construction using EDMS electronic data base management system.

Or, vendor documentation for large EPC projects, using VDMS system

Or, company departments/sections documentation.

Principal Accountabilities:

Handle and control document process for incoming and out-going document using electronic systems and as per the standard procedures. It covers system setup, document receipt/issuance, classification, registration, accuracy & quality validation, posting of documents using STD templates, distribution, approval, tracking, follow up & communicate, close out, handover to client, and archiving.

System set up covering: -

Project / section creation in EDMS (DMS) or (VDMS)

Distribution matrix & approval pattern creation in EDMS for all types of documents (Projects, Vendors, Engineering, S/C, technical, contractual, commercial, etc.).

Filing index creation in DMS/VDMS

Template creation in DMS/VDMS, using STD format

Numbering system creation in EDMS/VDMS

Documentation and distribution of documents, covering: -

Register all on-going & outgoing documents/correspondences

Verification, ensure completeness, classification, and DMS posting

Templates assignment to each document and update

Distribution as per distribution matrix (Either electronically or using transmittals)

Tracking & close out

Issuance of periodic reports and reminders

Document follow up and monitoring covering: -

Issue reminders on outstanding responses & pending document (Incoming & outgoing) and follow up on pending issues.

E-communicate with vendors for SDR & document approval using VDMS system.

Conduct accuracy & quality validation of documents.

Control and maintain document numbering system, as per the procedure

Maintain assigned project database/s.

Ensure proper document classification, sorting, filing and proper archiving.

Hand over dossier compilation, as per the approved procedure.

Final archiving of project documentation.

Compliance with HSE standards and Company procedures.

Operating Environment:

Office based job

Communications and working Relationships:

Communicate with staff and sections/departments

Framework, Boundaries, Decision Making Authority and Responsibility:

Work within a well-structured environment with clear reporting lines and defined accountabilities

Guided by section/Company policies, Integrity Policy & Code of Conduct & HSE standards

Knowledge Skills and Experience:

2 years diploma or higher.

Minimum of 4-6 years work experience in an engineering or construction environment out of which min 2-3 years experience in document control function.

Skilled in using EDMS Both (VDMS & DMS) systems, MS office and database.

Ability to work with EDMS techniques.

Fluent in English (Written & spoken).

Good document control reports preparation skills.

Good communication, follow up skills and can work independently.

Job Details

Employment Types:



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