African Global Logistics
OBJECTIVE: To review, process, and file documentation as well as manage the smooth running of all documentation operations during the project and provide document control support such as record management, revision control and routing document template updates.
In addition, handling of document access intaking and archiving responsibilities.
KEY RESPONSIBILITIES
o Propose optimization, rationalisations, and synergies to avoid duplications in documentation and reporting systems.
o Daily updates of company reporting files
o Weekly reporting meetings with clients on documentation and delivery status
o Compiling customs and shipping documents for and sending them for client’s validation
o Uploading of customs and shipping documents to clients SharePoint
o Maintain on periodic basis either daily, weekly, or monthly reports as directed reflecting the highlights of the period/ progress report: main meetings held, main milestones reached, main decisions taken, and main problems solved
o Checking documents for accuracy and compliance
o Ensure that all documents are relevant and up to date and issued in line with the Correspondence and Communications Procedure
o Develop and maintain a Master Document Register containing all documents that are to be used during the project
o Controlling the flow of documents in and out of the department
o Updating and maintaining document management systems and physical records
o Maintaining the security of confidential documents
o Contribute to ongoing process improvements with focus on document accuracy, efficiency, and regulatory risk mitigation
o Develop and maintain an up-to-date PFI Register that should be available at anytime
o Participate to all safety training as required
o Adhere to all HSE requirements of the project
Profile
QUALIFICATIONS
Education
Bachelor’s degree in business administration, library management, or record management
Professional Training
o Knowledge and usage of electronic documentation management systems
Experience o Knowledge of electronic document management systems like SharePoint, DocuWare Cloud, Rubex etc.
o Up to date knowledge with document management processes
o Experience in documentation management in projects
Skills
o Excellent communication and Interpersonal skills
o An excellent grasp of Microsoft Office programs
o Excellent report writing and analytical skills
o Detail-focused document organizing abilities
o Familiarity with the relevant regulations regarding document keeping and handling
o Team player
o Able to proactively manage database changes using software management systems
o Time-oriented approach to handling queries and tasks
o Strong organizational skills
o Ability to follow-up
o Accuracy and a detail-oriented mindset
