AECOM Document Control Lead and Reporting Coordinator in Accra, Ghana

Business Line Transportation

Position Title Document Control Lead and Reporting Coordinator

Ghana - Greater Accra

Accra

Job Summary

TheDocumentControlLeadandReportingCoordinatorplansandcoordinatesthecollation of projectinformation across all disciplines and the preparation of AECOM reportingdeliverables to meet internalandexternalprojectreportingrequirements.Responsible for the development and implementation of project-specific procedures for the storage, retrieval, management and tracking of company documents and supervision of a small team of document controllers.

Duties and Responsibilities:

  • Planning, communicating and executing the detailed time schedule for development of monthly project report for internal and external distribution.

  • Establishing and communicating reporting processes and templates that enable timely and consistent reporting.

  • Engaging with stakeholders (internal and external) to ensure they understand their roles and responsibilities in the reporting process.

  • Providing training in reporting processes and systems as required.

  • Collecting data and information from project disciplines on performance metrics.

  • Collecting data and information from PMWeb for inclusion in the monthly report.

  • Synthesizing the collected data into the agreed report format.

  • Supporting the project controls manager and project director in writing effective narratives to accompany the performance metrics measurements

  • Supporting the project controls manager and project director in writing concise, effective explanations of project progress, issues and risks.

  • Supporting all disciplines in preparing professional reports for external distribution.

  • Providing guidance on communication tools for effective delivery.

  • Leading a team of document controllers including participation in hiring, performance assessment, training and mentorship.

  • Development and implementation of project-specific procedures for storing, managing, retrieving and tracking company documents.

  • Development and Implementation of project-specific procedures for adhering to the project’s document lifecycle procedures including the archiving of records in accordance with the records retention schedule.

  • Liaising with Client (and APMT) on PMWeb issues, priorities and future developments – supporting the Client to ensure PMWeb is utilized effectively on the project.

  • Training AECOM project staff and Contractors in correct use of PMWeb and Document Control procedures

  • Developing and maintaining PMWeb training material to ensure effective system use by AECOM staff and Contractors.

  • Controlling the retrieval of documents by authorised users.

  • Developing and maintaining registers and logs for company, Client, consultant and contractor documents.

  • Developing and promoting adherence to document management procedures, policies and systems.

  • Supporting the staff of other departments in the implementation of document workflows and templates.

  • Assisting with quality audits by internal and external auditors.

  • Performing document management tasks as needed.

“Due to the volume of applications we cannot reply to every applicant, if you haven’t heard from us in 2 weeks please assume you’ve been unsuccessful.”

Minimum Requirements

Experience:

  • Minimum3 yearsofexperience in preparingprofessionalreportsonorganisational or projectperformanceincludingperformancemetrics measurements

  • Minimum5 years of experience in theemploy of a professionalconsultingfirm

  • Minimum5 yearsofexperience in theemploy of aninternationalcorporation

  • Minimumof 2 years of experience on major (>USD 50 million)constructionprojects

Specific skills required:

  • Ability toprioritize,troubleshoot and managemultipleand complex tasks.

  • Ability toplan,establish and communicate new business processes.

  • Strong interpersonal,communicationandcustomerserviceskills.

  • Well-versedin MicrosoftOfficeproducts.

  • Strong Englishlanguagereading,interpretation, and writing skills.

  • Professionalreportwritingskills.

  • Attentiontodetail.

  • Organizationaland document managementskills.

  • Experience with database management software.

Person Specification (Personality Attributes):

  • Verbal and writtencommunicationskills.

  • Interpersonalskillsandtheability to workwellwithpeople at all levels.

  • Ability toinfluence at all levels of an organization.

  • Attentiontodetail and a well-organizedapproach to work.

  • Theability to prioritizeworkand to workwellunderpressure.

  • A diplomaticapproachandtheconfidence to providesupport to high-profile companystaff and boardmembers.

  • Integrity and discretion when handlingconfidentialinformation.

Additional Comments:

  • Eligibility to work in Ghana (due to nationality or work permit) is an advantage.

Preferred Qualifications

  • Bachelor's degree from four-year College or university.

What We Offer

AECOM is a place where you can put your innovative thinking and business skills into high gear and work alongside other highly intelligent and motivated people. It's a place where you can apply your skills to some of the world's most challenging, interesting, and meaningful projects worldwide. It's a place that values the diversity of our areas of practice and our people. It's what makes AECOM a great place to work and grow. AECOM is an Equal Opportunity Employer.

Job Category Engineering - Construction

Business Group Design and Consulting Services Group (DCS)

Country Ghana

Position Status Temporary

Requisition/Vacancy No. 182855BR

Qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, sexual orientation, gender identity, disability or protected veteran status.