Document Technician x7 at Abubaker Technical Services and General Supplies Limited

Job Description

Job Purpose / Objective:
i. Responsible for managing, organizing, and maintaining project documentation related to road construction projects.
ii. Ensuring the accurate and efficient management of project records, drawings, reports, and other relevant documents.
iii. Support the organization, retrieval, and dissemination of project documentation, contributing to effective communication, project coordination, and regulatory compliance within road construction projects.

Job Roles and Responsibilities:
1. Document Management:
i. Organize and maintain both physical and digital project documents, drawings, specifications, contracts, and correspondence.
ii. Ensure documents are properly labelled, catalogued, and archived.
2. Data Entry and Recording: Accurately input and update project-related data, changes, and revisions in document management systems.
3. Version Control: Manage different versions of documents and drawings to ensure the most up-to-date versions are accessible to project teams.
4. Document Retrieval:
i. Facilitate the retrieval of documents and information for project teams, clients, and regulatory authorities.
ii. Respond to requests for specific documents in a timely manner.
5. Collaboration:
i. Collaborate with various departments to collect, organize, and distribute documents as needed.
ii. Coordinate with engineers, contractors, and stakeholders to ensure accurate documentation.

6. Quality Assurance: Review documents for accuracy, completeness, and compliance with established standards and procedures.
7. Regulatory Compliance:
i. Ensure that project documentation meets regulatory and legal requirements.
ii. Assist in preparing documentation for regulatory approvals and permits.
8. Documentation Workflow: Implement and optimize workflows for document creation, review, approval, and distribution.
9. Performs any other duty as assigned by the supervisor from time to time.

Key Performance Indicators (KPIs):
1. Document Accuracy: Evaluate the accuracy and completeness of project documentation.
2. Document Retrieval Time: Measure the efficiency of retrieving requested documents.
3. Version Control: Assess the effectiveness of managing document versions.
4. Data Entry Accuracy: Evaluate the correctness of data entered into document management systems.

Work Experience, Skills and Knowledge:
1. Document Management: Skill in organizing and maintaining project documents and records.
2. Attention to Detail: Precision in labelling, cataloguing, and recording information.
3. Data Entry: Accuracy in entering data and updating records in document management systems.
4. Communication: Effective communication with project teams and stakeholders for document retrieval and dissemination.
5. Collaboration: Ability to work collaboratively with various departments and project teams.
6. Organizational Skills: Ability to manage multiple documents, versions, and tasks efficiently.
7. Quality Assurance: Understanding of document accuracy and compliance.
8. Technological Proficiency: Familiarity with document management software and tools.
9. Problem-Solving: Ability to address challenges related to document retrieval and organization.
10. Professionalism: Maintain a high level of professionalism and integrity in all interactions.
11. Working experience: Possession 8 years working experience.