Document Controller (12-month Fixed Term Contract)

Requisition ID: 95334Job Category: Construction; Administration/SupportLocation: Solwezi, North-Western Province, ZambiaJoin a company that is passionately committed to the pursuit of a better world through positive change. With more than 65 years of business and technical expertise in mining , energy , and infrastructure , our 10,000 colleagues in 150 countries tirelessly work toward bettering the industries in which we operate. With practical solutions that are safe, innovative and sustainable, we think globally while acting locally. Join our Project Delivery Group (PDG), a dynamic team of professionals passionately committed to world-class project delivery across the globe.

With expertise in sustainable studies, asset building and operations, and industry-leading efficiencies, our best-in-class team leverages methodologies, governance and systems that are unparalleled in the engineering space. Are you looking for an opportunity to join a diverse group of professionals who are committed to remaining exceptional? We look forward to hearing from you. Key ResponsibilitiesPlanning and Setup:

Develop and implement the post-award Document Management Plan, including distribution matrix according to project and package requirements Setup, configure and maintain ShareCenter to align with the federation strategy, which may include access/permissions, document numbering, attribution, metadata, document classification, and/or Information Container Breakdown Structure (ICBS) Prepare and deliver engagement specific onboarding, knowledge, and skills training materials for document management processes and procedures, including external partiesSpecify document management reporting requirements with Key Performance IndicatorsMigrate reference documents to project ShareCenter siteValidate project delivery system's bulk loads of stubs and data. Execution And ControlMaintain distribution matrix.

As required, set up ShareCenter access for external parties (e. g. Clients, Bidders, Vendors, Contractors, Sub-consultants) aligned with access and security protocolsAs required, load vendor/contractor document schedules into ShareCenter and create deliverable stubsReceive documents from external parties, classify, and distribute via appropriate workflows/transmittalsEnsure deliverable distribution per distribution matrix, including at package levelManage access and permissions through a project specific security model. CloseoutAssisting with (progressive) archiving and handover of project documentationCloseout of project information in ShareCenter. Document Control ProcessesDocument controllers are responsible for understanding:

The various project phases and the deliverables producedThe document control processes and the relationship with other functional project teamsThe different types of deliverables and how to classify them in ShareCenterThe procurement bidding cycle and supporting document control processesThe engineering design cycle processing requirements and the vendor/contract submission cycle and processing requirementsThe commissioning and construction phases including field mark-ups and document control involvementThe document control quality check requirement for documents being processed. ShareCenter And Document Control TasksDocument controllers must have a thorough working knowledge of ShareCenter functionality and all associated document control tools.

They are responsible for using the tools to process documents in compliance with standards. They are also responsible for: Registering and maintaining the master list of attribute values in ShareCenter, such as the facility breakdown structure codes, procurement package codes etc.

Allocating deliverable document numbers as required (Client document numbers, numbering incoming documents)Quality checking and approving the transmission of deliverables and other documents asinstructed by project leadsManaging the External portals for transmitting, receiving, and distributing documents to external usersAuditing meta-data to ensure accurate reporting availableEnsuring the 24-hour turnaround of requests into document controlIf project hard copy filing for controlled documents is required, assisting the lead document controller in setting up hard copy filing and maintaining hard copy filingNote:

Hatch policy is not to archive hard copy project documents as all project documents must be in ShareCenterAssisting with the final handover of documentationParticipating in ShareCenter closeout activities if requiredUpload/capture data on Client’s Electronic Document Management System if required. Document Controllers Are Responsible For Supporting The Project ByProviding document management support to project participants including support to external users (bidders, vendors, contractors, consultants and clients). Responding to queries (internally and externally) in a timely and professional mannerIdentifying and escalating issues to the lead document controllerAssisting the lead document controller in training other document controllers as required.

Why join us?Work with great people to make a differenceCollaborate on exciting projects to develop innovative solutions Top employer What We Offer YouFlexible work environmentLong term career developmentThink globally, work locallyDon't meet every single requirement? You don't need to. At Hatch, we are building a diverse, inclusive workplace that fosters innovation. If you're interested in this role, we encourage you to apply even if your past experiences don't perfectly align with the skills we've listed. We're committed to fostering a workforce that reflects the diversity of the communities in which we operate and serve.

Hatch is an Equal Opportunity Employer that considers applicants without regard to age, race, color, national origin, citizenship, religion, creed, gender, sexual orientation, marital status, disability, veteran, or any other protected status. If you have any accommodation requirements, please let us know. We'll do our best to meet your needs in accordance with applicable local legislation.