Senior Document Controller – EPCM Projects

IVANHOE MINES 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.

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Under the leadership of the Group Document Control Manager, the Document Controller shall provide a ‘hands‑on’ service ensuring that technical (i.e. engineering/design, consultant and contractor (vendor) deliverable documentation) and non‑technical documentation (i.e. commercial, general (administrative), correspondence) received is correctly processed, registered, classified, managed, tracked, filed, distributed, retrieved and handed over (where applicable) in accordance with the approved Document Management processes and procedures.

Responsible for managing, processing and transmitting hard copy and electronic technical and non‑technical deliverable documentation through general distributions as well as review and approval cycles from Not Started through to Approved for Construction, Certified Final, Certified As‑Built, and Record Drawing status, inclusive of a progressive turnover of deliverable documentation and final handover in accordance with standard Document Management procedures and processes.

• Transmit and track distribution of documentation to bidders/tenderers, vendors, consultants, site contractors, other external parties, internal customers, etc.
• Quality check all documentation received.
• Handle queries in a timely and professional manner.
• Achieve and maintain a high level of accuracy in capturing metadata in the EDMS.
• Manage engineering/design and vendor data.
• Ensure a 24‑hour turnaround time to process and distribute documentation.
• Assist in setting up a hard copy filing system and maintaining master/wet signature hard copy files, e.g. original bond retentions, etc.
• Identify and schedule processing and system issues timeously to the Group Document Control Manager.
• Allocate document/drawing numbers as required for documentation created and received.
• Provide support to corporate and project participants in the Document Control function, which could possibly extend to external parties such as vendors, consultants, etc.
• Generate reports for design and vendor deliverables, transmittal distributions, general, etc.
• Carry out administrative tasks such as printing, copying, filing, scanning, etc. as required of the function.
• Assist in progressive and final handover of deliverable documentation from EPCM to project and operations.
• Assist in close‑out and archiving of projects in the EDMS, and corporate related documentation.
• Maintain confidentiality of documentation.
• Assist users in correct utilization of Electronic Document Management System (EDMS) as requested.
• Ensure alignment between home office and site document controllers.
• Participate in other Document Management and Control related tasks as delegated by the Group Document Control Manager and direct line manager / supervisor.
• Conform to SHEQ requirements in all environments (home, project and site offices).

• Grade 12 (Matric).
• Minimum of 5 years’ experience working as a Document Controller in an Engineering, Procurement and Construction Management (EPCM) / technical environment.
• Working understanding and experience in processing engineering (design) and vendor deliverables.
• Experience using an Electronic Document Management System (EDMS).
• Ability to understand and follow workflows, processes and standards.
• Working knowledge and application of an EDMS, Microsoft Applications, Adobe Acrobat, electronic file management (Windows Explorer, Win Zip,…