Senior Specialist– Document Control

Role Overview

Senior Specialist – Document Control at AD Ports Group.

Role Purpose

Ensure the accuracy, integrity, and timely maintenance of the department's document control management systems (UCM/EDMS), while acting as the central focal point for all project-related documentation across ECFZ programmes, enabling efficient document governance and accessibility.

Key Responsibilities

Document Creation and Management

• Create, organize and maintain systematic filing of all files, documents and correspondence.
• Ensure complete and suitable archiving and storage of all completed documents, both electronically and hard copy.
• Ensure changes on documents are reflected and updated with the relevant documents as required in archives.

Process and System Governance

• Maintain Document Management Process and Procedures to ensure an adequate Document Control System is in place.
• Manage Data and Records Management, Retention Management, Project folder structure, and Archive Project and Program Documents.
• Ensure the document control system meets the OGSM requirement (Objectives, Goals, Strategies, and Measures).

Project and Contract Administration

• Attend project kickoff meetings to highlight the Document Control role and the EDMS system progression.
• Setup new Projects and Contracts on the EDMS System.
• Coordinate with the Contractor to obtain the Projects Deliverable List and verify the correct document numbering is being followed.

Training and Stakeholder Support

• Conduct EDMS and Document Management Orientation for newly awarded contracts to contractors and consultants.
• Distribute documents to Stakeholders.

Reporting

• Prepare and issue periodic project reports for the ETS Management documentation and submit to management for their review, highlighting any overdue actions and issues.

Qualifications & Experience

• Bachelor's degree.
• 5–7 years experience in a Document Control role.
• Basic knowledge of Electronic Document Management System (EDMS).

Skills & Competencies

• Proficient in Microsoft Office Programs (Word, Excel, Outlook, etc.).
• Proficient in Adobe Professional.