Вакансія: Document Controller (DC)

About DAI

 DAI is a global development company with corporate offices in the United States, the United Kingdom, EU, Nigeria, Pakistan, and Palestine and project operations worldwide. We tackle fundamental social and economic development problems caused by inefficient markets, ineffective governance, and instability. DAI works on the frontlines of global development. Transforming ideas into action—action into impact. We are committed to shaping a more livable world. DAI and its employees are committed to confronting racism and holding ourselves accountable for positive change within the company and in the communities, cultures, and countries in which we live and work.  DAI is committed to attracting and retaining the best employees from all races and backgrounds in our continued effort to become a better development partner. DAI upholds the highest ethical standards. We are committed to the prevention of sexual exploitation, abuse, and harassment as well as other ethical breaches. All of our positions are therefore subject to stringent vetting and reference checks.

 DAI is seeking highly qualified candidates to occupy full-time Document Controller (hereinafter – DC) position in Kyiv HOVERLA project office in Ukraine to join USAID Governance and Local Accountability (HOVERLA) Activity’s team. Interested candidates should submit their application through the following portal:

 https://fs23.formsite.com/OLJTgx/2sxk0fpf0z/index

 Applications will be accepted until 15 July 2024. Due to a high volume of applications received, we are unable to contact each applicant individually regarding the status of their application. Only shortlisted candidates will be contacted in response to this job advertisement.

 Project Background

DAI Global is implementing the USAID-funded Governance and Local Accountability (HOVERLA) Activity, based in Kyiv, Ukraine. This project is designed to support Ukraine advance self-reliant local governance including legislative reforms, participatory strategic planning methodologies, service improvement, local economic development, civil society engagement, and capacity building of sub-national government entities. 

The Activity has three objectives:

• Objective 1: Ukraine’s system of local self-governance is increasingly institutionalized and effective
• Objective 2: More self-reliant subnational governance
• Objective 3: Citizens play an increasingly influential role in local governance processes

Position Overview

Document Controller (hereinafter – DC) is a member of the Construction team focused on HOVERLA reconstruction activities. Working closely with key members of the HOVERLA team, the DC will be reporting to the Construction Activities Manager. DC will work with technical documents, studies, reports, and various income / outcome documentation related to the Project. DC shall ensure that accurate information is distributed throughout participants on time with proper track record. The DC will maintain, monitor, and track all documents related to the activities of the Construction Activities Team, Facility Owners, and Subcontractors engaged in reconstruction supported by HOVERLA.

Base of Operations, and Reporting

• DC will be based in Kyiv, Ukraine with business trips to selected Oblasts.
• DC will report to HOVERLA Construction Activities Manager and the CoP.

Responsibilities & Duties:  

• Incoming/outgoing letters from/to the communities.
• Data received from communities.
• Data received from regional representatives.
• Received requests from other sections of the HOVERLA project.
• Correspondence to/from contractors.
• Received design documentation.
• Additional information and correspondence with contractors, communities and building owners.
• Information from related International Technical Assistance projects that may be useful for the implementation of the construction part of the project.
• Information on technical and field supervision carried out at the facilities.
• Photo and video materials on the project implementation that can be used to create reports and “Success Stories”.

DC will assist with overseeing and monitoring the activities of A&E and construction subcontractors.  The DC will also contribute to reports preparation. 

Specific duties will include: 

• Controlling Project documentation
• Creating and maintaining Project calendar.
• Following and improving document control procedures.
• Ensuring all documentation meets formal requirements and required standards, including but not limited to the file names, location, revision.
• Sorting, storing, and retrieving electronic and hard copy documents.
• Track checklists with requirements for Subproject producing progress reports for managers.
• Conducting regular reviews and document audits
• Organize and distribute documents within Project SharePoint.
• Helping in the planning stages of the required internal documentation
• Ensure documents are shared at key times to facilitate timely Project implementation.
• Fulfil other relevant duties as requested by the Chief of Party (COP) and Construction Activities Manager.

Qualifications:

• Education: Undergraduate degree in technical- or business-related field.
• Experience:
• - At least 3 years of experience in project management, document controls, or information management;
• - Experience in construction / engineering documentation (desirable).  

• Strong administrative, organization, facilitation, and communication skills.
• Full command of Word, Excel, and SharePoint.
• Proficiency in Ukrainian / excellent working knowledge of English required.