Documentation Officer (225-828)

The Documentation Officer is a crucial role within our organization, responsible for managing all documentation and ensuring that information is both accurate and accessible. This position demands attention to detail, a high level of organization, and a deep understanding of information management systems. As a Documentation Officer, you will work closely with various departments to gather, manage, and store documentation effectively, ensuring compliance with legal and organizational standards. Your role is essential in maintaining the integrity of our documentation processes and improving the efficiency of document lifecycle management. You will play a key part in guiding the organization towards enhanced information utility and accessibility, supporting both operational and strategic objectives.

Responsibilities

• Develop and maintain document management systems, ensuring efficient document retrieval.
• Ensure all documentation complies with regulatory and organizational standards and guidelines.
• Coordinate with different departments to gather and validate necessary documentation.
• Regularly update and maintain the document management system to ensure accuracy and reliability.
• Review and categorize documents and files, ensuring proper indexing for future retrieval.
• Provide training and support to staff on document management systems and procedures.
• Create and implement document control procedures to ensure consistency and compliance.
• Monitor and track document movement and archiving, ensuring timely retrieval and disposal.
• Assist in the preparation and editing of documents for internal and external use.
• Collaborate with IT to optimize document management technology and systems.
• Conduct periodic audits of document management processes and systems for improvement.
• Ensure the confidentiality and security of sensitive documentation and data.

Requirements

• Bachelor's degree in information management, library science, or a related field.
• Minimum of three years experience in document management or records administration.
• Proficiency with document management software and related IT systems.
• Strong organizational and time-management skills with attention to detail.
• Excellent communication skills, both verbal and written, for effective collaboration.
• Ability to work independently and within a team environment effectively.
• Familiarity with legal and compliance requirements related to document management.