General Description of Role and Responsibilities:

Responsible for the timely, accurate and efficient preparation and management of project documents, helping the project to stay on track. The selected individual is expected to:

• Primary responsibilities include capturing/creating, managing & controlling, delivering & distributing,

preserving/retrieving and storing/archiving all phases of the client\'s program/project records and communication

• Ensure that everyone involved in the project follows the Client\'s document control procedure
• Follow up with the project team and the Client\' other department team to ensure that the project

communications and correspondences are handled on-time

• Ensure all aspects of documentation are effectively controlled, captured via Aconex or other EDMS within the

client application landscape and communicated as required

• Verify the documents quality (QA check), this includes its format, metadata, consistency, revision status, etc.
• Responsible for processing of corporate and project related documents via Aconex/ EDMS
• Ensure all projects/programme documents are processed and managed via EDMS/ Aconex, including

workflows in other digital systems

• Responsible for processing Procurement and change management processes Contract Request, Work
• Confirmation, Variation request, etc via Oracle system and monitor the payments status of the
• Cosultant/Contractors/Suppliers
• Coordinate with project stakeholder and create project communication matrix and update as needed
• Distribution/circulation of documents as per the approved communication matrix via aconex/ other

communicaiton channels as defined

• Maintain project directory and update as needed
• Ensure all the documents are updated on the Central Repositiory
• Ensure the payment tracker is updated on a regular basis and are available to the team use
• Implement and maintain a coordinated and consistent filing system; ensure that all filing is up-to-date and in

accordance with QSE (Quality, Safety and Environment) procedures, if available

• Establish a system for archiving project documents for future reference and audits, and decide on key search

string references to be specific (numbering system) to maintain data standardization

• Maintain confidentiality around sensitive documentations and communications
• Utilize document control software and tools for efficient data management and ensure all the stakeholders

have access to the project data for their use and audit purpose.

• Clarify document control queries from the PMC, Consultants, and contractors.
• Coordinate, support, and communicate with consultants and/or Project document controllers as and when

required.

• Ensure all documentation complies with industry standards, regulations, and project requirements
• Train team members and project personnel on document control procedures

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