Document Control Officer

A dynamic team is expanding and looking for the right talent. 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 & Pr...