Summary
Date Posted: Tuesday, September 12 2023, Base Salary: Not Disclosed

JOB DETAILS:
Job Purpose / Objective:
i. Manages and organizes all project-related documentation processes to ensure efficient, and secure project documentation are aligned with the company policies and industry regulations.
ii. Oversee the project document creation, storage, retrieval, and distribution to ensure project team access accurate and up-to-date information, adheres to regulatory requirements, and maintains effective communication with stakeholders.
iii. Contributes to the overall efficiency and success of the project by streamlining document management processes to support decision-making with reliable data.

Job Roles and Responsibilities
1. Document Control:
• Develop and implement document control procedures for the road project.
• Manage the creation, distribution, storage, and archiving of project documents, including plans, drawings, specifications, contracts, and correspondence.
2. Compliance and Quality Assurance:
• Ensure that all project documents comply with project / industry standards, contractual obligations, and regulatory requirements.
• Conduct regular audits to verify document accuracy and consistency.
3. Version Control:
• Establish and maintain version control for project documents to prevent errors from outdated information.
• Oversee the approval process for document revisions and track changes efficiently.

4. Collaboration and Communication:
• Facilitate communication among project team members and external stakeholders by ensuring the timely and accurate exchange of documents.
• Provide document-related support to project participants, including consultants’ suppliers, and contractors.

5. Document Retrieval and Accessibility:
• Implement an organized document filing system for easy retrieval by authorized project members.
• Ensure that key documents are accessible in real-time, both on-site and off-site.

6. Reporting:
• Generate regular reports on document status, compliance, and any outstanding issues.
• Provide progress updates to project managers and other relevant stakeholders.

7. Document Creation and Formatting:
• Collaborate with various departments to design and develop templates for different document types.
• Ensure that documents are standardized, professionally formatted, and adhere to branding guidelines.

8. Document Security and Compliance:
• Implement security protocols to safeguard sensitive information and restrict unauthorized access.
• Ensure compliance with relevant industry standards and regulatory requirements in document management.

9. Performs any other duty as assigned by the supervisor from time to time.

Key Performance Indicators (KPIs):
1. Document Accuracy: Measure the percentage of documents with no errors or discrepancies.
2. Document Retrieval Time: Track the average time taken to locate and retrieve specific project documents.
3. Compliance Adherence: Monitor adherence to contractual requirements and regulatory standards.
4. Document Approval Cycle Time: Measure the time taken to approve document revisions or changes.
5. Stakeholder Satisfaction: Gather feedback from project team members and external stakeholders on document management processes.
6. Time taken to file a Certificate of works: Measure the time taken to complete the compilation of certificate of works as per the planned schedule.
7. Budget Performance: Evaluate the project cost performance in relation to the budgeted estimates.
8. Quality Compliance: Assess the project's compliance with specified quality standards and client requirements.
9. Client Satisfaction: Measuree client satisfaction with the project's progress and the quality of the delivered certificate of works.

Work Experience, Skills and Knowledge:
1. Document Management Expertise: Possess a strong understanding of document control principles and best practices in the context of UNRA road construction projects.
2. Technical Knowledge / Construction Industry: In-depth understanding of road construction processes, methodologies, and materials. Familiarity with road construction processes, terminology, and related technical documentation.
3. Attention to Detail: Demonstrate meticulous attention to accuracy, consistency, and formatting in project documents. Understand quality assurance processes and maintain high-quality standards.
4. Communication Skills: Able to effectively communicate with diverse stakeholders, including engineers, contractors, and regulatory authorities.
5. Time Management: Ability to prioritize tasks, manage time efficiently, and meet deadlines in a fast-paced construction environment.
6. Problem-Solving: Demonstrate analytical skills to identify and address document-related challenges.
7. Computer Proficiency: Proficient in document management software and office productivity tools.
8. Team Player: Collaborate effectively with project team members and promote a positive working environment.
9. Project Management Skills: Strong project management skills to plan, execute, and control the road construction project effectively.
10. Contract Negotiation and Management: Proficiency in negotiating and managing contracts with subcontractors and suppliers.
11. Risk Management: Ability to identify potential risks and develop strategies for risk mitigation.
12. Health and Safety Compliance: Knowledge of safety regulations and commitment to maintaining a safe work environment.
13. Adaptability: Flexibility to adapt to changing project conditions and requirements and ability to drive and implement innovative construction technologies and practices.
14. Regulatory Compliance: Knowledge of relevant laws, regulations, and standards in the road construction industry.
15. Working experience: Possession 8 years of leadership working experience of which 3 years should have been obtained in the equivalent capacity.

Education Requirement: No Requirements

Work Hours: 8

Experience in Months: 36

Level of Education:

Job application procedure
• All interested and qualified persons may apply by submitting your application with detailed CVs and academic transcripts with the contacts of 3 professional Referees to our office in Mukono plot 1508, Kigombya P.O Box 29087 Kampala, Uganda OR send your CV on the
• EMAIL : recruitment2023@abubaker.co.ug  or abubaker.recruitment.co.ug@gmail.com 
• Not later than 30th September 2023.
• NOTE: Only the shortlisted candidates will be contacted for interviews.

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