Background

Energy China is inviting applications from suitably qualified, experienced, and highly motivated Zambian professionals to join our Sesheke Solar Power Project. We are seeking technically competent professionals who can operate effectively within a major international engineering and construction environment and who demonstrate a strong commitment to professional integrity, safety, quality, environmental responsibility, regulatory compliance, and project delivery excellence. The successful candidates will work closely with the Project Manager, Construction Manager, Client, Consulting Engineers, contractors, subcontractors, and other technical disciplines to ensure that project activities are delivered safely, efficiently, on schedule, and in accordance with approved designs, specifications, and applicable Zambian laws and standards.

Role Purpose

The Document Controller will provide professional document control, project administration, and coordination support to ensure that engineering, construction, contractual, and administrative documentation is accurately received, registered, distributed, tracked, controlled, archived, and readily retrievable throughout the project lifecycle.

Key Responsibilities

• Establish and maintain a comprehensive project document-control system covering correspondence, drawings, specifications, construction plans, certificates, reports, inspection records, test reports, and technical submissions.
• Receive, register, classify, distribute, and track incoming and outgoing project documentation.
• Maintain accurate document registers, transmittal registers, drawing registers, revision registers, and correspondence logs.
• Coordinate document submissions between the Project Team, Design Institute, Client, Consulting Engineer, contractors, and subcontractors.
• Ensure that only approved and current revisions of drawings and technical documents are issued for construction.
• Maintain both electronic and hard-copy filing systems in accordance with project document-control procedures.
• Monitor document review and approval status and follow up on outstanding submissions.
• Prepare and maintain project meeting documentation, including agendas, minutes of meetings, and action trackers.
• Maintain records relating to design reviews, technical handovers, inspections, testing, materials, and equipment certification.
• Support the compilation of as-built and completion documentation.
• Prepare project documentation for final handover and archiving.
• Ensure project records are uploaded to the company's document management system and properly prepared for final transfer and archiving.
• Support project administration, local employee records, payroll inputs, and routine administrative coordination.
• Assist with petty cash documentation, expense claims, and supporting documentation.
• Maintain the confidentiality and integrity of sensitive project and employee information.
• Perform other project administration duties assigned by management.

Minimum Qualifications & Experience

• Grade 12 / School Certificate.
• Diploma or Bachelor's Degree in Records Management, Information Management, Business Administration, Project Administration, Office Administration, Construction Management or a related discipline.
• Minimum 2–3 years' relevant experience in document control, preferably within construction, infrastructure, engineering, energy, or solar projects.
• Experience with engineering drawings, transmittals, document registers, and project correspondence will be highly advantageous.
• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Experience with electronic document management systems is an added advantage.
• Excellent written and spoken English.
• Strong organisational and records-management skills.
• High attention to detail and ability to work under strict deadlines.
• Ability to work professionally within a multicultural and multinational project environment.

Additional Notes

Only candidates meeting the minimum qualifications and professional requirements will be shortlisted. False declarations, forged qualifications, expired professional licences, or misrepresentation of professional status will result in immediate disqualification and may be referred to the appropriate authorities. Energy China is committed to professionalism, merit-based recruitment, equal opportunity, workplace safety, ethical conduct, and compliance with the laws of the Republic of Zambia. Only shortlisted candidates will be contacted.

• Establish and maintain a comprehensive project document-control system covering correspondence, drawings, specifications, construction plans, certificates, reports, inspection records, test reports, and technical submissions.
• Receive, register, classify, distribute, and track incoming and outgoing project documentation.
• Maintain accurate document registers, transmittal registers, drawing registers, revision registers, and correspondence logs.
• Coordinate document submissions between the Project Team, Design Institute, Client, Consulting Engineer, contractors, and subcontractors.
• Ensure that only approved and current revisions of drawings and technical documents are issued for construction.
• Maintain both electronic and hard-copy filing systems in accordance with project document-control procedures.
• Monitor document review and approval status and follow up on outstanding submissions.
• Prepare and maintain project meeting documentation, including agendas, minutes of meetings, and action trackers.
• Maintain records relating to design reviews, technical handovers, inspections, testing, materials, and equipment certification.
• Support the compilation of as-built and completion documentation.
• Prepare project documentation for final handover and archiving.
• Ensure project records are uploaded to the company's document management system and properly prepared for final transfer and archiving.
• Support project administration, local employee records, payroll inputs, and routine administrative coordination.
• Assist with petty cash documentation, expense claims, and supporting documentation.
• Maintain the confidentiality and integrity of sensitive project and employee information.
• Perform other project administration duties assigned by management.

• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook.
• Experience with electronic document management systems is an added advantage.
• Excellent written and spoken English.
• Strong organisational and records-management skills.
• High attention to detail and ability to work under strict deadlines.
• Ability to work professionally within a multicultural and multinational project environment.

• Grade 12 / School Certificate.
• Diploma or Bachelor's Degree in Records Management, Information Management, Business Administration, Project Administration, Office Administration, Construction Management or a related discipline.
• Experience with engineering drawings, transmittals, document registers, and project correspondence will be highly advantageous.