Document & Information Manager

Recruiter:

Keystone Project Recruitment

Job Ref:

JHB001884/JHD

Date posted:

Tuesday, June 21, 2022

Location:

Johannesburg, South Africa

SUMMARY:
Document & Information Manager (Permanent) for Mining & Minerals Division

JOB DESCRIPTION:

Job Objective:

Provide leadership and functional support to the information and document management functions within Wood Mining & Minerals EMEA.
Implement and maintain the company's proprietary electronic document management system Convero,
processes, and best practices
Contribute towards continuous improvement of business applications by identifying gaps and proposing new innovative solutions
Provide training workshops for department members on best practices and utilisation of current and new applications
Support Quality Assurance in maintaining ISO compliant governance of business-related information within the business libraries and global business management systems
Work in a manner that supports and enhances the Wood values and behaviours.

Key Responsibilities:
Administration and Document Control Department

Ensure procedures and systems are established and maintained for the project administration and document control function within projects and studies. Such procedures and systems must be in line with the Wood Business Management System and Convero / SharePoint.
Ensure that all SharePoint workspaces and websites are administered and maintained in line with company policies and procedures.
Review and refine project administration and document control methodologies and practices to ensure that they are conducted in the most cost-efficient and expeditious manner to meet project and study needs.
Ensure efficient and consistent project administration and document control activities to the satisfaction of the Director Engineering, project engineering managers, project and study managers, and project controls managers.
Establish and maintain clear reporting for project administration and document control activities.
Establish and maintain clear lines of communication with project, study and client managers and ensure that their project administration and document control requirements are being met. Such communication to be conducted in a professional, ethical manner.
Together with the HR Manager and Director Engineering, recruit project administration and document control personnel. All project administration and document control personnel must be of a high standard with capabilities and experience as required.
Responsible for the personal development, training, mentoring and career development of the project administration and document control team.
Conduct periodic audits to ensure that the document control team is adhering to company and project / study specific procedures.
Maintain the Wood Mining & Minerals EMEA SharePoint sites.
Monthly reporting on document control for the project controls report that is presented to Exco.

Projects and Studies

Oversees and provides oversight to the document control and data staff
Acts as the main point of contact for the customer and third parties regarding project information management activities, including document control and data management
Facilitates collaboration between all project participants concerning the collection and handover of the project’s electronic technical documentation and data
Ensure the EDMS is set up and maintained with project-specific requirements and codes
Assist the DC Lead and PEM with initiating the review and comment of the distribution matrix to disciplines
Ensure EDMS access is provided to functional teams and third parties, as appropriate
Ensure functional teams are given required access and EDMS training
Coordinate with the Project Director/ Project Manager (PD/PM) and Owner to establish the document metadata requirements for tracking, reporting, and handover
Ensure the creation of any required project-specific procedures, work instructions and information handover specifications
Administer EDMS security model for the project
Provides oversight of the internal quality check process for document and data management
Reports on the state of the project deliverables
Coordinates Project handover and closeout activities as well as delivery of project data to Client and third parties
Ensures that Document Status Reports are consistent and issued promptly
Ensures the development of the Master Supplier Document Index by the Document Control Group
Ensures proper archiving of the project documentation at completion

Business Information Management

Act as the main point of contact for global business, customers and third parties regarding office information management activities, including document, information, and data management
Create, implement, and maintain digital business solutions e.g overtime approval processes, intranet pages, business libraries, etc
Online collaboration platforms and integrated applications, e.g. Team sites, SharePoint online sites, Flow, Tasks by Planner, etc
Provide training workshops for department members on best practices and utilisation of new applications
Support Quality Assurance in maintaining ISO-compliant governance of business-related information within the business libraries and global business management systems
Responsible for the Wood EMEA Intranet and Business Library sites
Business records management

Qualification:

Grade 12 or equivalent qualification
Relevant Administrator and Document Controller qualification
Formal business administration or project management qualification or relevant experience preferred

Skills:

10 years of working experience as a Project Document Controller in a Project environment
Proven knowledge of Document Management
Proven experience in administration of a Document Management system
Proven proficiency with Microsoft Office (Outlook, Word, and Excel) and Adobe
Proven proficiency in SharePoint
Accurate typing and document proofreading
Proven experience in team environments
Systems background would be an advantage
Convero experience would be an advantage

Personal Qualities:

Well organised and high attention to detail
Good communication skills
Highly motivated

NB! This job is now closed. You can apply for other jobs by uploading your CV.

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