Documentation Officer (225-1014)

A Documentation Officer plays a crucial role in managing, organizing, and maintaining crucial documents and records for an organization. This position is essential for ensuring that all documentation processes are efficient, streamlined, and compliant with relevant regulations and standards. The Documentation Officer is primarily responsible for maintaining the integrity of records, facilitating easy access and retrieval of documents, and implementing effective documentation systems. This role requires a keen attention to detail, excellent organizational skills, and the ability to work independently as well as collaborate with various departments within the organization. The successful candidate will contribute to the smooth operation of the business by ensuring that all documentation is accurate, up-to-date, and accessible to authorized personnel.

Responsibilities

• Develop and implement comprehensive documentation management policies and procedures.
• Ensure all documents are submitted to relevant personnel in a timely manner.
• Conduct regular audits to assess document accuracy and adherence to company standards.
• Maintain electronic and paper filing systems and ensure proper storage of all records.
• Coordinate with various departments to gather and process documentation requirements.
• Train and support staff on documentation management procedures and software tools.
• Review and update documentation templates to enhance clarity and usability.
• Maintain confidentiality and security of sensitive documents and information.
• Prepare reports detailing document status and issues to management periodically.
• Ensure compliance with legal, regulatory, and organizational documentation standards.
• Assist in the preparation and documentation of contracts, proposals, and agreements.
• Provide support in handling document-related inquiries and troubleshooting issues.

Requirements

• Bachelor's degree in Information Management, Business Administration, or related field.
• Minimum of two years' experience in document or data management roles.
• Strong organizational skills with exceptional attention to detail and accuracy.
• Proficient in document management software and Microsoft Office Suite tools.
• Excellent communication and interpersonal abilities for team collaboration.
• Ability to handle confidential information with integrity and discretion.
• Strong analytical and problem-solving skills to optimize documentation processes.