Document Controller

Function:   

The Document Controller operates the document control system in the refinery and assists other departments in processing documents in accordance with document control procedures, protocols and policies. The position administers applicable systems or software to operate the DC system effectively.  The Document Controller controls document critical to the implementation of various management systems in the refinery.

Key Responsibilities:

• Manages processes within the document life cycle (drawings, documents, work packs, reports, procedures, manuals, requests, etc.) such as registering, tracking, retrieving, issuing, distributing and reporting upon document/drawing status in accordance with methods/procedures implemented.
• Assists in the registering, collecting and receiving of documents and records related to refinery’s management systems from internal and external sources.  This includes process such as identifying, adding to and updating of documents and records.
• Ensures that documents (memos, procedures, work instructions etc.) are properly distributed to the appropriate users considering user privileges and restrictions for access including subcontractors and suppliers
• Ensures documents in circulation are updated; superseded and obsolete files are filed according to the document control procedures.
• Ensures that documents are properly store/ retained to prevent damage and deterioration.  An electronic file shall be retained as a backup and the retention of hard copies as according to the Document control procedures
• Maintains logs and transmittals to keep track of all document correspondences and transaction.  Maintains and updates all document registers, and control of issue and receipt of all documents and drawings.
• Liaises with the project team member for preparation of all technical submissions. Ensure all submissions are submitted in timely manner, appropriate approval/rejection are obtained and formally recorded and that changes and revisions are managed as part of document control process.
• Collaborates with other departments on the timely submission of reports in compliance to regulations.
• Conduct document audits in the refinery to ensure that all files in circulation are active and current.
• Maintains references, manuals, books, standards in the document control center.
• Maintain and operate refinery’s DC system or software
• Compile documents required to comply with government agencies of Papua New Guinea.
• Conduct presentations on the implementation of DC system and procedures.
• Submits compliance documents to government agencies and execute DC procedures when handling and maintaining compliance documents.
• Perform other related duties like QA auditing & other task as required to achieve the goals and objectives of the Refinery.
• Compliance to HSEQ Employee Responsibilities herein;

HSEQ Employee Responsibility Statement

All employees are responsible for in the first instance for their own safety and to prevent Incidents.  It is vital that there is a high regard by all employees on hazard identification and control before the hazard becomes an incident.  It is therefore a requirement for all employees, regardless of position in the company to report all injuries and hazards to immediate supervising staff.  All employees must know and uphold the Puma Energy International (PEI) Safety Policy and the PE PNG HSEQ Policies.

ALL EMPLOYEES

As part of each employee’s legal and moral responsibility to PE PNG, employees are to support management by:

• Cooperating with the Company to enable compliance with any duty imposed upon them by law.
• Using properly and effectively equipment designed to safeguard his / her well being
• Being aware of factors or situations that may impact upon the quality of the product and service and the environment.
• Following implicitly the Company’s Health, Safety & Environment Policy / Procedures / Work Instructions as communicated in writing or as instructions received orally
• Comply with the Company’s procedures and the relevant legislation regarding the Injury Management process.
• To formally report to their Manager any concern or incident / injury / non-conformance in any aspect of their work and complete the PE PNG Incident / Non Conformance Report form.
• To formally report to their Manager or supervisor any hazard, practice or condition that will affect safety or production or the community.
• All forms are completed as outlined in the procedures
• Any discrepancies of goods / services received are to be addressed through the Non Conformance procedures
• All products are to be verified at appropriate stages as outlined in procedures and a record maintained.

Requirements:

Experience:

• Diploma/Degree in Business Administration
• Certification in document control systems or quality management (e.g., ISO standards) is an added advantage
• 1–3 years of experience in document control, preferably in Engineering, Construction and the Oil & Gas industries
• Familiarity with Document Management Systems (DMS/EDMS)

Skills:  

• Strong organizational and filing skills
• High attention to detail and accuracy
• Good communication skills (for coordinating with engineers, contractors, and stakeholders)
• Ability to handle confidential and sensitive information
• Time management and ability to meet deadlines

Competencies:  

• Proficiency in Microsoft Office (Excel, Word, etc) and EDMS systems.
• Knowledgeable of ISO standards particularly ISO 9001 & Quality Assurance audit
• Understanding of Engineering drawings and technical documents; Version control and revision tracking; and Document numbering and classification systems