Document Contoller

**VACANCY NOTIFICATION**

**Position**: Document Controller

**Location**: Tshipi é Ntle Manganese Mining, Johannesburg.

**VACANCY STATUS**

**PUBLISHED DATE**

**24 November 2023**

**CLOSING DATE**

**01 December 2023**

Document Controller

**REPORTING TO
**ICT Manager

**DIRECT REPORTS**

None

**PURPOSE OF THE JOB**

**KEY PERFORMANCE AREAS**

**Document Controller Duties**:

- Adhere to, and enforce compliance to regulatory requirements, including data privacy and protection laws.
- Provide and coordinate special documentation services as required by internal divisions and staff.
- Coordinate daily administration of electronically stored documentation produced by each department that include, but are not limited to numbering, filing, sorting and retrieval, uploading and structuring.
- Contributing to a positive and effective SharePoint and document control environment ensuring effective customer and user relationships.

**Document control with specific reference to Procurement**:

- Plan, communicate and upload documentation according to the tender checklist and timeline - uploading of new tender advertisements on the website.
- Accountable to ensure that all submissions from the website are uploaded to SharePoint and communicated to the Procurement team, and all tender documentation is circulated amongst service providers and internal users.
- Coordinate and ensure tender due dates are strictly adhered to and all procurement documentation are readily available, structured and catalogued on SharePoint and easily accessible.
- Consolidate the monthly costs in relation to 3G and Vodacom Router mobile data solutions - ensuring data limits and costing are compliant with data limits set for each user, and that the monthly consolidation spreadsheet concurs with reports from outsourced firm.

**Website**:

- Responsible for initial website design and monthly maintenance of website to ensure the updating of current content and monthly maintenance topics, and related re-vamping in terms of design, content, structure, and functionalities.

**Development and maintenance of Information Management Tools**:

- Drafting and reviewing of scope of works, coordinating of tender process, and providing project coordination and guidance, which includes research of the specific information management tool in co-operation with stakeholders/end-users.

**SharePoint Administrator Duties**:
Responsible for preparing and maintaining accurate document control relating to the Documentation Management System (DMS) across all disciplines within the company.

**SharePoint permissions** - including managing of user group list, assignment of permissions for all users on sub-site, library and folder/sub-folder level (information security), set-up and testing of new users, addition of new users to SharePoint and SharePoint groups and permissions, and external user set-up, permissions, testing and training.

**SharePoint structure** - including managing site layout structure and content; administration, creation, and maintenance of sub-sites and libraries; moving/copying and addition of sub-sites; creating suitable and effective structures per department. Maintenance of legal contract library and workflow; processing plant reports; operational engineering and procurement sub-sites.

**SharePoint functionality** - Setting up of content types with specific meta-data columns for specific documents per department; creation of notifications and alerts on sub-sites, libraries, folders, and workflows for different content types including department specific forms. Assist with layout and maintenance of the Intranet, by updating group news items, internal and external links on an ongoing basis, and synching of libraries.

**SharePoint maintenance** - including monitoring SharePoint disk space usage through built-in SharePoint reports for each sub-site, analyzing usage and activity, and regular review, clean-up, management and configuration of SharePoint accounts and sites. General enforcing of document control policy, and monitoring and safeguarding of the Documentation Management System (DMS).

**SharePoint training** - Training new users after user set-up and providing support/assistance to the end-users in their day-to-day involvement in SharePoint. Rendering technical support, assessment, and implementation of new capabilities on SharePoint within a 24-hour period, and upskilling users on new/changed SharePoint functionality to ensure that the DMS is optimized and functional.
- Assist in determining document management policies to facilitate efficient, legal, and secure access to electronic content.
- Implement electronic document processing, retrieval, and distribution systems in collaboration with other information technology specialists.
- Assist in the assessment, acquisition, or deployment of new electronic document management systems.
- Prepare and record changes to official documents and confirm changes with legal and compliance mana