Senior Specialist – Document Control

Job Overview

This position is responsible for maintaining the accuracy, integrity, and timely organization of document control management systems, including UCM and EDMS platforms. It acts as the primary point of contact for all project-related documentation within the ECFZ programmes, ensuring streamlined governance and easy access to critical documents.

Core Duties

• Establish and organize an efficient filing system for all documents, correspondence, and records, ensuring proper archiving both electronically and in hard copy.
• Update and maintain all document changes within archives to reflect the latest revisions.
• Develop and uphold document management processes and procedures to sustain a robust document control system.
• Manage data and records retention, maintain project folder structures, and archive project or program documents appropriately.
• Participate in project kickoff meetings to present the document control role and monitor EDMS progress.
• Configure new projects and contracts within the EDMS.
• Generate periodic reports on project documentation for ETS management review, highlighting delays or pending issues.
• Collaborate with contractors to obtain project deliverable lists and ensure correct document numbering compliance.
• Align document control with OGSM (Objectives, Goals, Strategies, and Measures) expectations.
• Provide EDMS and document management training for contractors and consultants on newly awarded contracts.
• Facilitate distribution of documents to relevant stakeholders.

Qualifications

• Bachelor's degree required.
• Fundamental understanding of Electronic Document Management Systems (EDMS).
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook), Adobe Professional, and related software.
• Between five to seven years of experience working in document control roles.