Job Description
Job Purpose:
To manage the proper receipt, registration, distribution, and archiving of all incoming and outgoing project correspondence and technical documents (including drawings), ensuring compliance with company and client requirements for the Rwanda Transmission & Substation Project.
Key Responsibilities
1. Correspondence Handling
- Receive, register, and distribute all incoming official letters, emails, and notices from the Client (EDCL), consultants, subcontractors, and authorities.
- Prepare and send outgoing official letters, ensuring correct reference numbers, formatting, and attachments in line with project procedures.
- Maintain a log for all incoming and outgoing correspondence with accurate dates and recipients.
2. Drawing & Document Management
- Receive, check, and register all incoming drawings and technical documents from the Client/consultants/subcontractors.
- Ensure proper submission of outgoing drawings, technical documents, and transmittal to EDCL and other relevant parties.
- Track document revision status and ensure the latest versions are available to project teams.
- Manage document numbering and filing systems in accordance with company standards.
3. Filing & Archiving
- Maintain both hard copy and electronic filing systems, ensuring easy retrieval of documents when required.
- Archive approved and superseded documents in accordance with project document control procedures.
3. Liaison & Coordination
- Liaise with EDCL document control teams to ensure timely submission and acknowledgment of project documents.
- Coordinate with internal project teams to gather necessary approvals before document submission.
4. Reporting
- Provide regular document status reports to the Project Manager.
- Highlight any delays or missing documents to the relevant responsible personnel.
Requirements
- Education: Bachelor’s degree or equivalent preferred.
- Experience: Minimum 2 years’ experience in document control or administration (construction/engineering projects preferred)Â
Skills:
- Proficiency in Microsoft Office (Word, Excel, Outlook)
- Familiarity with document control systems and transmittal processes
- Good understanding of filing systems and version control
- Strong organizational and communication skills
- Attention to detail and accuracy in record-keeping
Language:
- Fluent in English (both written and spoken)
Q-Sourcing Servtec is an equal opportunity employer.
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Deadline: 5th September 2025. Only shortlisted candidates will be contacted. Solicitation will lead to disqualification.
