Project Document Controller at GE - General Electric

Ref No: 3055196
Job Function: Project Management
Business Segment: Oil & Gas Oilfield Equipment

Role Summary

• The Project Document Controller shall provide proficient and effective Administrative support to the Project Teams to ensure project goals are met.
• Primarily, the job holder shall manage a Project’s Document Management System (DMS) in accordance with internal QMS procedures and specific Customer requirements. Precise duties, roles and responsibilities will be site specific.
• The roles and responsibilities outlined below are generic and will be subject to change/agreement.

Essential Responsibilities

• This is a talent search initiative aimed at identifying and pipelining talent with project document control experience. When the vacancy becomes available, we will review this pool for suitable candidates.
• Support the Project Engineering Manager (PEM) in generating the Master Document Register (MDR) and entering into the DMS.
• Review client specifications for the particular project and identify any requirements that give rise to deviations from the standard document management process (QP-PRO-GLO-PRM-002) in the QMS, as described in the Projects Document Management Plan.
• Review status of the documentation, including overdue actions, non-conformities and customer communications and generate periodic reports as per agreed project routine.
• Support the PM and Team in the generation and submission of the periodic Customer reports as required by the Contract.
• Maintain Documentation Forecast dates.
• Arrange, attend and minute internal and external project meetings.
• On Receipt of Instruction from Engineering/Quality prepare documentation ready for Customer issue including final document quality checks and transmit to Customer in accordance with the contract specifications.
• Acting as the focal point for all Document Control matters relating to the customer. He or she shall ensure that all Document Controllers working at the various PLs are performing tasks according to this procedure and any relevant Customer Procedure.
• Should client specifications result in a deviation to this procedure, the DC shall modify the Document Management Plan to be applied for the particular project and provide the required training to the respective PL Document Controllers.
• Coordinate Document Controllers/Project Administrators for the approval process of the customer documentation for the particular project across the PLs
• Perform document control quality check before submission of documents to client.
• Ensuring the governance of the Project Document Management Plan within the GE O&G organisation. Any questions relating to the application of the plan shall be exclusively submitted to Projects Document Controller.
• Ensure Compliance with all DC Procedures, internal and external.
• Coordinate all documents received from Customer and sites involved in the Project.
• Internal/External distribution of engineering and supplier documentation.
• Chairing meetings with PL DCs to review status of the documentation on a weekly or other agreed periodic basis
• Coordinate the PL Document Controllers for the approval process of the customer documentation for the particular project.
• Configure the Document Management System (DMS) for the project and set up the MDR. This task will be completed with support from a DMS System Administrator, if required.
• Update MDR schedule based on information received from GE O&G Project Team or Customer.
• Internal/External distribution of engineering and supplier documentation.

Qualifications/Requirements

• Applicable experience of preferably 5 years from Document Control within Engineering and Supplier/Vendor documentation, preferably related to the Oil & Gas Industry.
• Need to be skilled in use of IT tools for document control and distribution, document scheduling etc.
• Working on a high accuracy level, able to manage heavy work load in periods and understand work methods and routines as outlined in DCC procedures and tools.
• Need to be a team worker and able to use English as a work language.
• A valid NYSC discharge or exemption certificate will be required (please indicate clearly on your resume).
• Must have valid authorization to work full-time without any restriction in Nigeria.

Desired Characteristics:

• PC Literate: Uses PC packages to ensure that administration required by contract.
• Document Control: Has a good understanding of and a thorough approach to setting up and maintaining document control systems.
• Contract Awareness: Can establish duties and responsibilities required of their role through reviewing the Contract. Sets up and maintains systems to deliver against these.