Job Description

Job Purpose

Responsible for managing and controlling company documentation and records to ensure accuracy, quality, integrity, and easy retrieval of documents in compliance with organizational policies and procedures.

Accountabilities

Maintain and manage all hard copy and electronic documentation for ease of retrieval. Control the numbering, filing, sorting, and retrieval of electronically stored or hard copy documentation. Ensure proper document classification, sorting, filing, and archiving as per company standards. Ensure documentation complies with company policies and regulatory requirements. Assist in audits by providing necessary documentation and ensuring all records are current and complete.

Coordination and Communication

Collaborate with all departments to ensure smooth document flow. Respond to internal and external document requests promptly and accurately. Provide training and guidance on document control procedures to relevant teams.

System and Database Handling

Maintain document control systems and recommend improvements as needed. Regularly update document control procedures and tools.

Key Performance Indicators

100% accuracy in document filing and retrieval Zero delay in document provision during audits or project reviews Compliance with document control standards and timelines Timely update and distribution of controlled documents Positive internal stakeholder feedback

Education/Qualification, Skills, Competencies and Experience

Identify the recruitment specifications needed to perform this job at fully-acceptable level

Education/Qualification

Diploma or Bachelors Degree in Administration, Information Management, or related field.

Experience (experience required for the job)

2+ years of experience in document control or similar administrative role.



Experience with document control software and ERP systems preferred.

Skills (general job knowledge & skills)

High attention to detail Strong organizational and time management skills Proficiency in MS Office and document control systems Good interpersonal and communication skills Ability to maintain confidentiality * Knowledge of ISO standards and documentation compliance