Project Document Controller at AngloGold Ashanti (Ghana) Limited

AngloGold Ashanti (Ghana) Limited is currently on a journey to redevelop the Obuasi Gold Mine into a modern, efficient and long-term profitable operation. The underground mining operation will be fully mechanized, designed to produce up to an average maximum of 5,000 t/day of ore mined.

We are seeking an experienced and self-motivated person to join our dedicated team as Project Document Controller.

ROLE PURPOSE AND CONTEXT

The purpose of the Document Controller role is to establish and maintain a document and records management system which meets regulatory and company requirements. The incumbent will manage project records and information by leading company initiatives and leveraging departmental resources to establish policies and procedures and provide training and guidance to all employees related to document control as well as develop and enforce the use of standardized document control practices and systems for the projects.

KEY ACCOUNTABILITIES:

Document Control Processes and Procedures

• Establish procedural framework and processes for identifying, classifying, capturing all Project documents and records. This will involve initiating the adoption of policies, maintaining document control procedures and rolling out document control tools, such as scanning hardware, computer software and licensing 
• Develop, implement and enforce best document control practices to ensure compliance with SOX, corporate and other regulatory requirements
• Create, implement, monitor, report on and regularly audit the use of procedures and controls to ensure that document control practices and activities are executed and complied with as designed.
• Provide technical advice in the selection and implementation of information management technology required to support the Company’s Information Management (IM) strategy

Maintain Documents   

• Create and manage document hierarchy and process systems, including correspondence and transmittal registers for inclusion in reporting and weekly progress meetings
• Manage information from initiation till offsite storage, processes and life cycle of all records.
• Take charge of all document identification, classification and filing
• Collect, scan and upload documents following set procedures
• Ensure all technical documents, such as reports, standards, specifications and drawings, are collected and registered in system
• Utilize standard document management programs to register documents, maintain databases, QC and produce logs, transmittals, and other reports as required
• Notify personnel of updated document versions and how to access them
• Print and distribute documents as necessary 
• Validate all document control requirements have been delivered and implement AGA’s project closure procedure

Training 

• Provide training and guidance on Document and Records Management practices to Contractors, Contract Owners, project teams, suppliers and third-party clients to ensure understanding and compliance

Qualification

• A minimum of a Bachelor’s Degree in any of the Sciences.
• A minimum of 3 years relevant working experience in a similar environment preferably in a mining environment.

Technical Competencies

• Extensive knowledge of electronic document management, capture, storage and indexing systems such as Microsoft SharePoint, PSI: capture, PSI: fusion, and ProjectWise
• Proficient computer skills, Microsoft Office Suite (Word, PowerPoint, Outlook, and Excel)
• Extensive knowledge of document control processes
• Commitment to a culture of continuous improvement
• Working knowledge of administrative procedures with regards to Contracts & Projects
• Ability to develop framework documents to support the management of projects

Functional Competency

• Able to multitask, prioritize, and manage time efficiently
• Ability to work well in a team environment
• Excellent analytical ability
• Collaborative and inclusive work style

Leadership Competency

• Good interpersonal skills and the ability communicate with all levels of management within a dynamic and fast paced project environment
• Ability to prioritize and delegate tasks
• Possesses Conflict Management Skills 
• Ability to motivate others to ensure that team objectives are achieved