To be responsible for timely, accurate and effective preparation and management of documents by ensuring efficient numbering, sorting, filing, storing and retrieval of both electronic and hard copy documents as and when required.

Role Accountabilities

• Manage and maintain all controlled company documents
• Update and control procedure documents and forms
• Create and manage document hierarchy and process systems
• Take charge of all document identification, classification, and filing
• Frequently conduct document audits confirming they are current and accurately reflect recorded evidence
• Ensure revised documents are accessible
• Assist with communication during external audits
• Compile and update the evidence guidance document to ensure validity
• Conform to company enforced specifications and document control procedures
• Train department document control clerks and delegate and oversee their tasks
• Train employees in the company’s controlled document processes to ensure correct handling of documents from the ground up
• Oversee document through its entire lifecycle (inception to archival)
• Check and edit incoming documents and prepare for distribution
• Create document filing and organizing systems that are both effective and efficient
• Ensure proper organization and security of documents (paper and electronic)
• Log document requests and help retrieve documents as needed for employees
• Make available, notify, and distribute documents to relevant recipients
• Confirm delivery of documents to proper personnel
• Collaborate and communicate with managers and project leaders

Person Specifications

• BSc degree in Environment, Health and Safety Engineering  from a recognized institution.
• One (1) year National Service experience in the mining industry or similar environment
• Familiarity with online document management system such as Document kiosk
• Understanding of ISO 14001 and ISO 45001 and it purpose in the mining industry
• Must have attended and completed training in document control
• Hands-on experience in Microsoft Office suite – MS Word, Excel, and PowerPoint
• Teamwork and good communication skills
• Must have strong desire to coach and develop others by sharing skills and knowledge
• Excellent written, verbal, and interpersonal communication skills in English
• Possess a valid driver’s license and proficiency in driving light vehicle