Manager: Document Management

About the Company

Since its establishment in 2008, Mulilo has grown into one of South Africa’s leading Independent Power Producers (IPP). Mulilo is majority owned by Copenhagen Infrastructure Partners (CIP), with Norfund holding an additional investment through the Norwegian Climate Investment Fund.

Mulilo develops, constructs and operates utility scale wind, solar PV and battery energy storage projects across South Africa. The company currently operates 450 MW of wind and solar capacity, with a further 765 MW under construction. A portfolio exceeding 2 GW is advancing toward financial close, while the long-term development pipeline exceeds 30 GW.

Mulilo has concluded power purchase agreements under the South African government’s Renewable Energy Independent Power Producer Procurement Programme (REIPPPP), as well as private offtake agreements with several large corporate energy users.

Mulilo places significant emphasis on its people and recognises that successful infrastructure delivery depends on capable and committed teams. The company prides itself on providing a world-class working environment, with a clear focus on career progression and personal growth. Grounded in its values, Mulilo fosters a culture of accountability, collaboration and purpose, while remaining committed to its environmental, social and governance responsibilities.

About this role

To provide and manage a complete and effective documentation management function to the Engineering, Procurement and Construction (EPC) Department and Construction project teams throughout the project lifecycle.

Reporting to the Senior Manager, Portfolio Controls, this role involves managing a document management team, including performance management, skills development and day-to-day operational support, ensuring compliance with industry standards, and contributing to the overall success of the department and projects through meticulous document management.

Manage key stakeholder relationships and communications through close cross-functional collaboration within the business, while advising on and supporting organisational document management best practices.

Duties and responsibilities 

Manage, mentor and develop a document management team by:

• Providing management and oversight of document management activities.
• Ensuring the accuracy, completeness, and integrity of all EPC department and project documents.
• Providing guidance, training, and performance feedback to team.
• Allocate tasks, set priorities, and ensure the team meets department and project deadlines.

Lead, monitor and report on the implementation and adherence to EPC document management processes by:

• Ensuring and reporting on documentation compliance with Mulilo’s document management policy, standard, procedures and recognised best practice.
• Establishing, communicating and managing all departmental, contractual and project-specific document requirements.
• Developing, implementing and reporting on the project documentation management strategy, ensuring effective change control and integration with configuration management activities.
• Developing and managing an integrated implementation plan for the documentation management methodology, including resource planning and optimisation.

Manage and report on the delivery of the EPC Department and Construction project document management function by:

• Overseeing document lifecycle processes and reporting on performance and compliance.
• Monitoring document management process conformance and efficiency and raising system or tool issues with the systems team for resolution.
• Implementing departmental and project-specific controls and procedures to meet business and contractual requirements.
• Conducting surveillances to identify gaps, deviations and continuous improvement opportunities.
• Coordinating document management activities with change and configuration control.
• Ensuring document management outputs support EPC Department, project management, contractual management and handover requirements.

Support the document management function in collaboration with the systems team by:

• Collaborating with the systems team on the required infrastructure, tools and technology to support document management requirements.
• Liaising with the systems team to ensure document management systems are integrated with departmental controls, project controls and related platforms.
• Implementing monitoring and feedback mechanisms to provide accurate document status reporting.
• Defining, managing and reporting on controls and conformance requirements to support ISO 9001 outcomes.

Manage and report on the delivery of departmental and project handover documentation by:

• Confirming and consolidating handover documentation requirements.
• Communicating handover requirements to contractors and applicable stakeholders ensuring alignment.
• Leading the preparation and progress reporting of handover documentation packs.
• Coordinating and facilitating handover sessions with relevant stakeholders.
• Supporting and reporting on projects close-out to ensure handover deliverables are complete.
• Collaborate cross-functionally with other departments and provide additional support to the broader business as and when required.

Required skills and education background.

• Degree / B-Tech in Built Environment / Project Management / Engineering / Commerce at NQF 7 with 360 Credits.
• Proven relevant experience of 10 years in document management, with a minimum of 5 years in a management level document management role, on large infrastructure or renewable energy projects / operations.
• Working knowledge of document management standards and frameworks (e.g. ISO 15489) and quality management principles (ISO 9001).
• Demonstrated knowledge of EPC document lifecycle processes, including transmittals, technical submittals, as-built documentation and handover pack preparation, with experience in managing documentation interfaces across:
• Employer teams (development, engineering, construction, commissioning, operations as applicable)
• Owner’s Engineer / independent consultants
• EPC contractors
• OEMs and other vendors
• Proficient application of document control software and systems (e.g. Aconex, ProjectWise, SharePoint or similar EDMS platforms), with experience in supporting systems team in designing and implementing electronic document management system/s aligned to the needs of the EPC department and Construction project teams.
• Experience in developing change management strategies and plans for impacted stakeholders and to execute effective change management in accordance with plan.
• Understanding of configuration management and change control principles as applied to project documentation.
• Demonstrated experience managing documentation handover in support of project close-out, including:
• As-built documentation, commissioning dossiers, completion packs
• O&M manuals and structured handover to operations and asset management teams.
• Familiarity with renewable energy projects and the South African regulatory environment.
• Proficient application of document control software and systems.
• Proficient in Microsoft Office applications.

Desirable attributes

The ideal candidate would have a passion for the Renewable Energy sector and personality traits would include a high level of diligence, determination, resilience, and agility.

Mulilo is an employer of choice and is offering an extremely competitive total remuneration package for this position.

Additional Information

Might be required to work overtime according to operational needs.

The position is based at the offices of the company, but travel may be required occasionally.