Project Document Controller - Fixed Term Contract

About the Company

Since its establishment in 2008, Mulilo has grown into one of the leading Independent Power Producers (IPP) in Southern Africa. Mulilo is majority owned by Copenhagen Infrastructure Partners, the world’s leading private equity investor in renewable energy assets, through its New Markets Fund I. Mulilo has concluded numerous PPA's in both the Department of Mineral Energy's Renewable Energy Independent Power Producer Programme (REIPPP) and with several large corporate energy users. Mulilo currently operates 450MW of wind and solar PV projects and has a further 500MW of projects under financial close. Having adopted a strategy that aligns with the company's long-term vision, Mulilo has accumulated a pipeline of projects exceeding 25GW, and is now positioned as a key player in the renewable energy sector. 

Mulilo places strong emphasis on its human capital and prides itself in providing a world class working environment for all its employees, thereby placing huge value on career progression and personal growth. 

Mulilo is guided by strong ethical principles and adheres to its environmental, social and governance responsibilities.  

About Copenhagen Infrastructure Partners (CIP) 

Founded in 2012, CIP is the world’s largest dedicated renewable energy fund manager and a global leader in offshore wind. CIP currently manages over 20 billion Euro’s, with a target of having 100 billion Euros under management by 2030. The funds managed by CIP focus on investments in offshore and onshore wind, solar PV, biomass and energy-from-waste, transmission and distribution, reserve capacity, storage, advanced bioenergy, and Power-to-X. 

About this role

The Document Controller is responsible for overseeing and supporting the full documentation management lifecycle, by:

• Managing and controlling project documentation and records throughout the project execution phase
• Facilitating and supporting compliance with documents and records management processes, systems and tools
• Effective Stakeholder Engagement and Support
• Supporting the delivery of project handover documentation

This role reports directly to the Document Control Manager and to the Senior Project Manager/s (via the assignment to various projects).

The successful candidate will provide comprehensive administrative support for an effective document and records management function, ensuring the project teams are equipped throughout project execution.

Duties and responsibilities 

Manage and control project documentation and records throughout the project execution phase

• Overseeing the full documentation lifecycle, including compilation, identification, registration, review, authorisation, publishing, notification, filing, distribution, retrieval, archiving, and disposal.
• Administering the use of transmittals for the issuance and receipt of project documentation by internal and external stakeholders.
• Maintaining and controlling both electronic and physical filing systems for all project-related documentation.
• Prioritising and scheduling documentation workflows in alignment with agreed project milestones and contractual/ target dates.
• Ensuring traceability of all project documentation through robust audit trails and version control mechanisms.
• Compiling high-level management reports on the status of project documentation.
• Establishing and monitoring master document lists/registers to ensure accurate and up-to-date indexing of all project documentation.
• Managing and controlling project documentation related to change requests and other technical documentation requirements.
• Supporting the integration of the document management system with other key project systems.

Facilitate and support compliance   to   documents   and   records   management processes, systems and tools

• Ensure project documentation adheres to all company document management processes, system protocols, and governance requirements.
• Maintain conformance of documentation to commercial, contractual, handover, and project-specific requirements throughout the execution phase.
• Provide timely feedback on documentation status to support project reporting and decision-making.
• Identify and report documentation process and system non-compliances, risks, and issues, and recommend corrective actions to ensure continuous improvement.
• Generate and distribute electronic documentation status reports using designated systems and tools to support project visibility and control.

Stakeholder Engagement and Support

• Engage with internal and external stakeholders to address and resolve queries related to documentation management requirements, processes, and workflow.
• Collaborate with the project team members to ensure traceability and alignment of engineering and technical documentation
• Provide active support during documentation management audits, ensuring readiness and compliance with audit requirements.
• Foster effective communication and maintain strong working relationships with all stakeholders involved in the documentation lifecycle.

Support the delivery of project handover documentation

• Review and ensure delivery of documentation in accordance with the client’s documented handover requirements.
• Liaise with contractors to ensure compliance with handover documentation standards and expectations.
• Prepare, consolidate, and organize all required handover documentation for formal submission to the client.
• Coordinate and facilitate handover sessions involving contractors, clients, and relevant stakeholders to ensure smooth and complete documentation transfer.

Required skills and education background.

• National Diploma at NQF6 in a related field is desired.
• Minimum of 2 years of experience in documentation control.
• In-depth knowledge of document control principles.
• Proficiency in MS Office
• Excellent attention to detail and analytical skills.
• Strong communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Ability to work in a high-performance environment and manage multiple deliverables simultaneously.

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

Able to work overtime according to operational needs.

Travel will be required occasionally.