Document Control Officer at IGPES Group

Job Purpose

• To ensure the efficient management, control, and integrity of all project and corporate documents.
• The Document Controller will maintain accurate records, ensure version control, facilitate document retrieval, and support internal and external stakeholders by ensuring timely availability of updated documentation in line with company and project requirements.

Key Responsibilities
Document Management & Control:

• Receive, register, track, and file all incoming and outgoing documents (electronic and hard copies) in accordance with document control procedures.
• Ensure all documents are assigned correct codes, titles, revisions, and status before circulation.
• Maintain the Document Management System (DMS) ensuring accuracy, security, and completeness of data.
• Perform routine data entry, updating, and verification of document metadata.

Version Control & Quality Assurance:

• Ensure that only the latest approved versions of documents are available to users.
• Regularly carry out document audits to ensure compliance with approved standards and procedures.
• Flag inconsistencies, missing documents, or incorrect formatting to the Document Control Lead for corrective actions.

Document Distribution & Retrieval:

• Distribute documents to relevant stakeholders in a timely and controlled manner.
• Assist project teams, engineers, and management in retrieving required documents quickly and accurately.
• Maintain logs of document movement to protect document integrity and minimize loss/misplacement.

Confidentiality & Compliance:

• Safeguard confidential and sensitive documents in line with company policies.
• Ensure all documentation meets regulatory, client, and contractual requirements.
• Support audit exercises by ensuring all required documents are up-to-date and easily accessible.

Coordination & Support:

• Work closely with the Document Control Lead to ensure smooth implementation of document control strategies.
• Collaborate with internal departments (Project, Engineering, HSE, Procurement, HR, etc.) as required.
• Provide support during project kick-off, close-out, tendering, and handover phases by organizing and compiling required documentation.

Reporting & Record Keeping:

• Generate weekly and monthly reports on document status, pending approvals, and compliance metrics.
• Maintain accurate archives and ensure proper classification and storage of both active and closed-out documents.
• Assist in preparing documentation for tenders, audits, and client submissions.

System & Process Improvement:

• Support the development and continuous improvement of document control processes and templates.
• Participate in training sessions on DMS usage and document control best practices.
• Suggest improvements to enhance efficiency, accuracy, and accessibility.

Key Performance Indicators (KPIs)

• Turnaround time for document processing and distribution.
• Accuracy and completeness of document registers.
• Compliance with internal and external document control standards.
• User satisfaction and feedback from internal departments.
• Audit readiness and minimal corrective actions required.
• Minimal document discrepancies or versioning errors.

Qualifications & Experience

• OND / HND / B.Sc Degree in Business Administration, Engineering, Information Management, or related fields
• At least 5 years experience in document control or administrative support roles (oil & gas, EPC, engineering environment preferred).
• Proficiency in Document Management Systems (e.g., Aconex, Procore, SharePoint, EDMS).
• Strong understanding of document numbering, version control, and filing systems.
• Excellent Microsoft Office skills (Word, Excel, PowerPoint).

Skills & Competencies:

• Strong attention to detail and organization.
• High level of accuracy and data integrity.
• Good communication and interpersonal skills.
• Ability to work under pressure and meet deadlines.
• Strong confidentiality and professionalism.
• Ability to multitask and prioritize in a fast-paced environment.