Document Controller( 1 year fixed contract)

IVANHOE MINES is looking for a Document Controller (Sandton Office).

Ivanhoe Mines is a leading Canadian mining company committed to becoming a global leader in the supply of critical resources required to transition our world to a low-carbon, renewable future. Ivanhoe is focused on developing and expanding its four principal mining and exploration projects in Southern Africa.

The development of the Kamoa-Kakula copper mining complex in the Democratic Republic of Congo(DRC), the Platreef palladium-rhodium-platinum-nickel-copper-gold discovery in South Africa, the extensive redevelopment and upgrading of the historic Kipushi zinc-copper-germanium-silver mine, also in the Democratic Republic of Congo and exploration on the Western Foreland, near Kamoa-Kakula.

Play your part in our team succeeding...

The Document Controller, reporting to the Group Document Control Manager, plays an important role in ensuring that project and operational documentation is properly managed, tracked and maintained throughout its lifecycle.

This role provides a hands-on document control service, ensuring the effective management and administration of technical and non-technical documentation throughout its lifecycle. Responsibilities include the processing, registration, classification, distribution, tracking, storage, retrieval, archiving, and final handover of documents.

The role also ensures that all documentation is accurate, current, appropriately reviewed and approved, and distributed in accordance with established company procedures, processes and compliance requirements.

A solid technical foundation will enable the incumbent to provide effective document control support to both project and operational teams.

Key Responsibilities

• Document Management – process incoming and outgoing documentation; ensure documentation is correctly classified, registered, change control monitored, stored and maintained in accordance with established standards, procedures and document control requirements.
• Distribution & Transmittals – prepare and issue document transmittals; distribute approved documents/drawings to internal and external stakeholders; ensure timely circulation for review and approval; maintain records of document submissions and distributions; track review comments and coordinate document updates
• Revision Control - manage document revisions, superseded and obsolete documents/drawings; ensure only current approved versions are available for use.
• Quality & Compliance - ensure compliance with established specifications, project and operational requirements, ISO standards and company procedures; participate in audits related to document control; support quality management processes and Document Management activities.
• Project & Operational Support - collaborate with internal and external parties, e.g. project and operations teams, EPCMs, vendors, subcontractors and consultants; monitor document deliverables; assist with closeout, handover and archiving.

Qualifications

• Grade 12 (Matric) or related equivalent
• Additional certifications are advantageous.

Experience

• 2 to 5 years of document control experience in an EPCM environment within the mining and metals industry.
• Working understanding and experience in processing engineering (design) and vendor deliverables within a team environment on large scale projects.
• Experience using Electronic Document Management Systems (EDMS) such as SharePoint, Bentley, ProjectWise, Box, Aconex, OpenText or similar platforms.
• Working understanding and implementation of Document Management processes, procedures and systems and how these interrelate with other areas of project and operational activity.
• Working understanding and experience of ISO 9001 Quality Management System (QMS) (desirable).

Technical Skills

• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Adobe Acrobat and electronic file management (Windows Explorer, WinZip, etc.)
• Strong knowledge of Document Control principles and Records Management.
• Experience with document numbering systems, revision control and transmittal processes.
• Ability to generate reports and maintain databases.
• Good command of the English language, including vocabulary, correct grammatical usage, spelling and punctuation.

Behavioural Competencies

• Excellent attention to detail and accuracy.
• Strong organizational and time-management skills.
• Ability to prioritize multiple tasks and meet deadlines.
• Effective communication (orally & written) and interpersonal skills.
• High level of confidentiality and professionalism.
• Problem-solving and analytical abilities.
• Able to work in a team environment, unsupervised and under pressure.
• Good work attendance record.

Key Performance Indicators (KPIs)

• 24-hour document processing turnaround time – timely issuance and processing.
• Quality document checking.
• Achieve and maintain high level of accuracy of document capture and metadata.
• Document number allocation.
• Setup and maintain hard copy filing system(s).
• Assist with close-out, handover and archiving of project and(or) operational related documentation.
• Carry out administrative tasks (printing, copying, filing, scanning, etc.) as required of the function.
• Compliance with Document Management processes and procedures.
• Successful audit outcomes and document retrieval efficiency.
• Conform to SHEQ requirements.

Working Conditions

• 12-month fixed term contract.
• Office-based role.
• Interaction with project and operational teams, contractors, suppliers, vendors, consultants, etc.
• May work under tight project deadlines and changing priorities.

The finer details

When applying, please submit a PDF version of your CV together with certified copies (certification within a 3-month period) of your ID/passport, drivers license and qualifications.

Should you not hear from us within 14 days of the closing date please consider your application unsuccessful.

Please be advised that this is a 12 month project based contract.

As an equal employment opportunity employer, its important to us that our workforce reflects people of all backgrounds, identities and experiences.