Document Control Officer at Jamub Group

Job Summary

• The Document Control Officer will be responsible for managing, controlling, and maintaining all documents across projects and departments in accordance with company procedures and applicable standards.
• Ensure documents are current, traceable, accessible, and available to the right people at the right time.
• Maintain accuracy, consistency, and compliance across all document management processes.

Key Responsibilities
Document Control System Management:

• Establish, maintain, and continuously improve the company’s Document Management System (DMS).
• Ensure all documents are properly classified, numbered, registered, and stored in line with company procedures.

Document Issuance & Revision Control:

• Control issuance, revision, and supersession of all technical and administrative documents.
• Maintain an up-to-date document register at all times.

Incoming & Outgoing Document Management:

• Receive, log, distribute, and track all incoming and outgoing documents.
• Ensure timely distribution and maintain complete audit trails.

Drawing & Technical Document Control:

• Manage engineering drawings and technical submittals.
• Ensure only current, approved revisions are in circulation across site and office.

Correspondence Tracking:

• Log and track all official correspondence (letters, emails, transmittals, NCRs).
• Follow up to ensure timely responses within agreed timelines.

Archiving & Records Management:

• Maintain both physical and electronic archives for all records.
• Ensure documents are secure, retrievable, and retained per regulatory requirements.

Quality & Compliance Support:

• Support quality management by ensuring all records (inspection reports, ITPs, NCRs) are properly filed and audit-ready.

Staff Support & Training:

• Provide guidance on document control procedures, naming conventions, and DMS usage.
• Promote compliance across all departments.

Reporting:

• Produce regular reports on document status, outstanding submittals, overdue correspondence, and revision history.

Qualifications & Requirements
Education:

• Minimum of OND, HND, or B.Sc. in Library Science, Records Management, Business Administration, Information Management, Engineering, or a related discipline.

Experience:

• Minimum of four (4) years’ experience in document control or records management.
• Experience in construction, engineering, oil & gas, or project-based environments is preferred.

Technical Skills:

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook).
• Experience with EDMS platforms such as Aconex, Procore, SharePoint, or similar.
• Experience with AutoCAD drawing management is an added advantage.

Location Requirement:

• Based in Abuja, FCT. Candidates already resident in Abuja are strongly preferred.

Core Competencies & Personal Attributes:

• Exceptional attention to detail with high accuracy in document management.
• Strong organizational skills with the ability to manage high document volumes.
• Proficient in document systems, spreadsheets, and database tools.
• High level of discretion and confidentiality in handling sensitive information.
• Strong communication and interpersonal skills across all organizational levels.
• Process-oriented mindset with a focus on compliance and continuous improvement.
• Ability to work under pressure, meet deadlines, and maintain accuracy.
• Self-motivated, reliable, and able to work independently with minimal supervision.