24 Mar 2018

AECOM Job Vacancy : Document Control Lead and Reporting Coordinator

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Business Line Transportation

Position Title Document Control Lead and Reporting Coordinator

Ghana – Greater Accra

Accra

Job Summary

TheDocumentControlLeadandReportingCoordinatorplansandcoordinatesthecollation of projectinformation across all disciplines and the preparation of AECOM reportingdeliverables to meet internalandexternalprojectreportingrequirements.Responsible for the development and implementation of project-specific procedures for the storage, retrieval, management and tracking of company documents and supervision of a small team of document controllers.

Duties and Responsibilities:

  • Planning, communicating and executing the detailed time schedule for development of monthly project report for internal and external distribution.
  • Establishing and communicating reporting processes and templates that enable timely and consistent reporting.
  • Engaging with stakeholders (internal and external) to ensure they understand their roles and responsibilities in the reporting process.
  • Providing training in reporting processes and systems as required.
  • Collecting data and information from project disciplines on performance metrics.
  • Collecting data and information from PMWeb for inclusion in the monthly report.
  • Synthesizing the collected data into the agreed report format.
  • Supporting the project controls manager and project director in writing effective narratives to accompany the performance metrics measurements
  • Supporting the project controls manager and project director in writing concise, effective explanations of project progress, issues and risks.
  • Supporting all disciplines in preparing professional reports for external distribution.
  • Providing guidance on communication tools for effective delivery.
  • Leading a team of document controllers including participation in hiring, performance assessment, training and mentorship.
  • Development and implementation of project-specific procedures for storing, managing, retrieving and tracking company documents.
  • Development and Implementation of project-specific procedures for adhering to the project’s document lifecycle procedures including the archiving of records in accordance with the records retention schedule.
  • Liaising with Client (and APMT) on PMWeb issues, priorities and future developments – supporting the Client to ensure PMWeb is utilized effectively on the project.
  • Training AECOM project staff and Contractors in correct use of PMWeb and Document Control procedures
  • Developing and maintaining PMWeb training material to ensure effective system use by AECOM staff and Contractors.
  • Controlling the retrieval of documents by authorised users.
  • Developing and maintaining registers and logs for company, Client, consultant and contractor documents.
  • Developing and promoting adherence to document management procedures, policies and systems.
  • Supporting the staff of other departments in the implementation of document workflows and templates.
  • Assisting with quality audits by internal and external auditors.
  • Performing document management tasks as needed.

“Due to the volume of applications we cannot reply to every applicant, if you haven’t heard from us in 2 weeks please assume you’ve been unsuccessful.”

Minimum Requirements

Experience:

  • Minimum3 yearsofexperience in preparingprofessionalreportsonorganisational or projectperformanceincludingperformancemetrics measurements
  • Minimum5 years of experience in theemploy of a professionalconsultingfirm
  • Minimum5 yearsofexperience in theemploy of aninternationalcorporation
  • Minimumof 2 years of experience on major (>USD 50 million)constructionprojects

Specific skills required:

  • Ability toprioritize,troubleshoot and managemultipleand complex tasks.
  • Ability toplan,establish and communicate new business processes.
  • Strong interpersonal,communicationandcustomerserviceskills.
  • Well-versedin MicrosoftOfficeproducts.
  • Strong Englishlanguagereading,interpretation, and writing skills.
  • Professionalreportwritingskills.
  • Attentiontodetail.
  • Organizationaland document managementskills.
  • Experience with database management software.

Person Specification (Personality Attributes):

  • Verbal and writtencommunicationskills.
  • Interpersonalskillsandtheability to workwellwithpeople at all levels.
  • Ability toinfluence at all levels of an organization.
  • Attentiontodetail and a well-organizedapproach to work.
  • Theability to prioritizeworkand to workwellunderpressure.
  • A diplomaticapproachandtheconfidence to providesupport to high-profile companystaff and boardmembers.
  • Integrity and discretion when handlingconfidentialinformation.

Additional Comments:

  • Eligibility to work in Ghana (due to nationality or work permit) is an advantage.

Preferred Qualifications

  • Bachelor’s degree from four-year College or university.

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It’s a place where you can apply your skills to some of the world’s most challenging, interesting, and meaningful projects worldwide. It’s a place that values the diversity of our areas of practice and our people. It’s what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.



How to Apply

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