Job Description

§ Manage the creation, receipt, distribution, storage, and retrieval of documents to support operational efficiency and provide all team members with up-to-date information.§ Maintain version control of training documents to ensure that the team is guided by the latest approved procedures.§ Manage and control engineering and contract documents (e.g., drawings, diagrams, Operations and Maintenance (O&M) manuals, Terms of Reference (TOR), specifications) to ensure that the latest version of the document is being used by all staff and relevant stakeholders.§ Ensure that all documents are appropriately labelled, registered, stored, and accessible to relevant team members to maintain centralized control and quick retrieval.§ Maintain version control and document revision history to track changes and preserve the integrity of the documents.§ Review and verify the accuracy and completeness of submitted documents to ensure quality and compliance with the requirements.§ Implement quality checks on format, language, and structure to ensure consistency across all controlled files.§ Update document registers and logs to reflect the current document status and ensure proper traceability.§ Act as the point of contact for document requests, document reviews and queries to provide clarity and streamline communication.§ Collaborate with other stakeholders to gather information and ensure documents needs and review processes are met.§ Coordinate the receiving, transmitting and distribution of documentation to internal and external stakeholders, ensuring that the correct, latest version of documents are available and used.§ Monitor the flow of documents to ensure timely submissions and updates.§ Administer document control systems (e.g., recording system, SharePoint, AeroDocs, and Document Management Systems) to ensure reliable storage and access.§ Ensure proper archival of all documentations, both digital and hard copies to maintain organized and accessible records.§ Identify gaps in current documentation practices to enhance operational efficiency.§ Handle documentation securely to protect sensitive information and ensure access is limited to authorized personnel.§ Maintain a document retrieval system to enable quick access to historical and archived documents.§ Participate in audits by providing necessary documents to ensure documentation compliance with internal and external standards.