Document Controller

The Document Controller is responsible for establishing, maintaining, and administering the Company's document control and records management system. The role ensures that all corporate, operational, SHEQ, regulatory and administrative documents are properly referenced, controlled, stored, distributed, updated, and archived to support business operations, compliance, and organisational effectiveness. The role serves as the central custodian of company documents and records, supporting all departments in achieving operational efficiency, compliance, and effective information management.

Key Areas of Responsibility:

• Develop, maintain, and administer a centralized document control system for the Company.

• Control document issuance, revision, approval, distribution, and archiving processes.

• Create and manage document numbering, classification, indexing, filing and referencing standards across all departments.

• Ensure all company documents are properly referenced, filed, tracked, and easily retrievable.

• Maintain document registers and records of all controlled documents.

• Control document revisions and ensure that only current approved versions are in circulation.

• Receive, record, distribute, and monitor company documents and correspondence as required.

• Maintain both electronic and physical document archives in accordance with company policy.

• Ensure the secure storage and confidentiality of sensitive company documents and records.

• Coordinate periodic reviews and updates of policies, procedures, manuals, forms, and work instructions.

• Support departments in maintaining accurate operational, SHEQ, regulatory, and administrative documentation.

• Provide document support during audits, inspections, certifications, and compliance reviews.

• Generate periodic reports on document status, outstanding reviews, and archive records.

• Train employees in document control procedures and standards where necessary.

• Perform any other document management and administrative duties as assigned by Management.

• Provide document management support for company projects and initiatives.

• Ensure only current approved versions of documents are in circulation while obsolete versions are appropriately withdrawn and archived.

Qualifications and Experience:

• HND/B.Sc. in Business Administration, Information Management, Library Science, Human Resources, or a related discipline.

• Minimum of 3-5 years relevant experience in document control, records management, quality assurance, SHEQ administration, compliance, or corporate administration.

• Age 27- 35 years

• Experience in manufacturing, chemical, industrial gas, engineering, or related industries will be an added advantage.

• Familiarity with ISO management systems is an advantage.

Key Competencies:

• Strong document management and records administration skills.

• Excellent organizational and filing skills.

• High attention to detail and accuracy.

• Proficiency in Microsoft Office applications and Document Management Systems

• Strong communication and interpersonal skills.

• Ability to handle confidential information with discretion.

• Good planning, coordination, and time management skills.

• Knowledge of document control best practices and quality management systems is an advantage.

*Only Applicants with the required qualifications need to apply.

Cover letter and comprehensive resume should be sent to: recruitment@img-ng.com