LonAdd HR Consultancy Plc (www.lonadd.com) is a Recruitment & Outsourcing Company based in Addis Abeba, Ethiopia, with branch offices in Dukem, Hawassa and Bahir Dar. We are looking to recruit Document Controller to join On Behalf of Our Client.

Job Location: Addis Ababa

Number required:- 1 (One)

Background of the role:

KEFI Minerals is preparing for construction of the Tulu Kapi project in Western Ethiopia approximately 360km West of Addis Ababa. KEFI plans to construct a 2.0 Mtpa open pit CIL production operation with an expected mine life of 9 - 12 years. 

Construction of the project is to begin in 2025.

It is in the best interest of the Company that a Document Management System be in place to maintain and systematically organize all company and departmental documents and data effectively and to safeguard the documents and data methodically

Purpose of the role 

The Document Controller role is crucial for ensuring the efficient, accurate, secure, and compliant management of electronic records throughout their lifecycle.

Authority 

The role holder has no authority to speak on behalf of the Company and is not authorized to speak with any media without prior authorization from the Managing Director

Accountability for this role 

Health and Safety

• Model behavior that is consistent with the Tulu Kapi Safety Vision and Values.
• Contribute to the identification of safety risks and resolve and escalate emerging issues that impact on area of accountability and operation.

Document Processing and Data Entry

• Prepare physical documents for scanning and digitization.
• Input data from various sources into electronic systems or databases with precision.
• Checking data for errors, inconsistencies, and completeness to ensure high accuracy.
• Accurately index and categorize electronic documents using predefined metadata, keywords, and naming conventions.
• Perform quality checks on scanned and imported documents to ensure clarity, completeness, and legibility

Document Version Control

• Managing document versions and revisions.
• Tracking changes and maintaining historical records.
• Maintaining a clear and comprehensive audit trail of all document changes, approvals, and associated actions.
• Managing the process of superseding older document versions and ensuring they are clearly marked or removed from active use.

Database Management

• Maintain and update the document database, ensuring all information is current and accurate.
• Manage document versions and revisions, ensuring only the latest approved versions are accessible to users.
• Assist in creating and maintaining folder structures, workflows, and user permissions within the EDMS.
• Monitor the system for compliance with document retention schedules and initiate archiving or disposal processes as required.
• Perform regular audits of the system to ensure data integrity, security, and adherence to established procedures.
• Preparing reports on document status, distribution, overdue actions, and other relevant metrics for management and project teams.

Archiving and Retrieval

• Establish and maintain an organized system for archiving both physical and electronic documents systematically
• Ensure that archived documents can be easily and quickly retrieved when needed for reference, audits, or legal purposes.

User Support and Training

• Provide support and assistance to EDMS users, troubleshooting basic issues and guide them on system functionality.
• Assist in developing and delivering training materials or sessions for staff on EDMS usage, document control procedures, and best practices.
• Act as a point of contact for document-related queries and requests from various departments.
• Training staff on how to use the DMS correctly, including document submission, retrieval, and adherence to procedures.

Collaboration and Improvement

• Identify opportunities for process improvement within the EDMS and suggest enhancements to optimize efficiency.
• Collaborate with other departments to streamline document-related processes and workflows.

Compliance and Security

• Maintaining strict confidentiality for sensitive or proprietary documents.
• Ensure all document management activities comply with Company’s Protection of Personal Data and Data Protection Policies, industry regulations, and legal requirements.
• Maintain strict confidentiality of sensitive and proprietary information stored within the EDMS.
• Assist in preparing for internal and external audits related to document control.

Risk Management and Liabilities

• Identify and priorities internal and external risks and potential liabilities and ensure these risks and liabilities are reported, recorded and monitored against a mitigation action plan.

Document Translations

• Liaise with the Translator/Interpreter and ensure that all documents identified for translation are correctly indexed and processed

General Administrative Support

• Perform general clerical duties as needed, including filing, photocopying, and managing office supplies related to document control.

General Accountabilities 

The following accountabilities are applicable to all TKGM EMPLOYEES:

1. Fully commit to the work assigned to you by your manager.
2. Advise your manager if you do not understand the work assigned to you or if you do not have the resources, skills or time available to undertake the work.
3. Advise you manager if there are any circumstances, conditions or situations that will create obstacles to your own work, the work of your team or the work of your manager’s team.
4. Inform your manager if an ongoing or specific accountability cannot be met within the planned time or resources available.

Requirement of the role 

Qualifications

• A minimum of a TVET Level V Diploma in either Network Administration or Database Management.
• A BSc in Information Systems or a related field will be advantageous

Knowledge and experience 

• A minimum of 2 years’ experience in a document control, document management, or records management role.
• Proven experience working with Electronic Document Management Systems (EDMS) such as SharePoint, Documentum, OpenText, or similar platforms.
• Advanced knowledge of Microsoft 365 and Office suite (Word, excel).

Technical Competencies and Skills 

• Exceptional Organizational Skills: Ability to meticulously organize, categories, and manage a large volume of digital information.
• Strong Attention to Detail: High level of accuracy in data entry, indexing, and quality assurance
• Communication Skills: Excellent written and verbal communication with language proficiency in English, Afaan Oromo and Amharic at the Common European Framework of Reference (CEFR) category C2: Mastery standard
• Problem-Solving: Ability to identify and resolve issues related to document accessibility, system errors, or data discrepancies.
• Integrity and Confidentiality: Demonstrated ability to handle sensitive information with discretion and maintain data security.
• Time Management: Ability to prioritize tasks, manage multiple assignments, and meet deadlines in a fast-paced environment
• Adaptability: Willingness to learn new systems and adapt to evolving document management practices
• Team Orientated: Ability to work effectively as part of a team and collaborate with diverse stakeholders

Personal Attributes 

• Highly organized, Systematically and methodical.
• Analytical and critical thinker
• Strong team player with the able to work in a fast-paced environment
• Self-confident and assertive in interaction with internal and external parties
• Self-confident and assertive in interaction with internal and external parties
• Results-oriented and proactive
• Ability to work independently and as part of a team
• Resilience and adaptability in challenging environments

How To Apply

 Interested applicants with the appropriate qualification and experience should submit their most recent and detailed CV, via email to “ apply@lonadd.com” with the subject “Document Controller” in the subject box.

Application Deadline: October 11, 2025

Only Shortlisted Candidates will be contacted.