Job Description

Purpose o


The Knowledge Officer is responsible for the centralized management of records and institutional knowledge at EIA, ensuring regulatory compliance, confidentiality, and operational efficiency.


Positioned under the Compliance Manager within the Legal Department, the role ensures that all physical and electronic records are properly classified, preserved, and retrievable in accordance with UAE National Archives standards and internal legal and compliance protocols.
Strategic Responsibilities


Ensure EIA's archiving practices align with the standards of the UAE National Archives and Library Authority. Liaise with the National Archives for the transfer of permanent records and to remain up to date with national standards. Benchmark EIA practices against national and international best practices in knowledge and information management. Recommend process enhancements and technological solutions to improve knowledge capture, archiving, and retrieval practices. Build awareness of document handling protocols across departments to strengthen compliance culture. Deliver training sessions and awareness materials to EIA staff on best practices in records management and knowledge governance.
Core Responsibilities


Records and Archiving Management


Oversee the registration, classification, and archiving of all incoming and outgoing correspondence across the organization. Ensure all document lifecycle processes -from creation to final disposition - comply with UAE federal regulations and internal retention policies.
o Maintain and update the document retention schedule in coordination with EIA departments and in line with compliance requirements. o


Supervise the organization, digitization, and preservation of physical files and their integration into the electronic records management system (ERMS).


Compliance and Coordination

Coordinate with internal departments to monitor compliance with document retention, transfer, and destruction policies. Support internal and external audits by ensuring accurate, secure, and timely retrieval of documentation. Knowledge Access and Integrity
o Ensure secure and confidential access to records in accordance with legal and regulatory requirements. o Respond to requests for information and documentation from authorized stakeholders.


Maintain an accurate register of classified, restricted, and open-access documents in accordance with legal department protocols.
Training and Awareness


Deliver training sessions and awareness materials to EIA staff on best practices in records management and knowledge governance. Build awareness of document handling protocols across departments to strengthen compliance culture.

Reporting and Continuous Improvement


Prepare periodic reports on archiving performance, compliance metrics, and risks. Recommend process enhancements and technological solutions to improve knowledge capture, archiving, and retrieval practices. Benchmark EIA practices against national and international best practices in knowledge and information management.
People & Leadership Responsibilities


Promote a culture of compliance and knowledge governance across departments. Provide guidance and support to staff on records management protocols and best practices. Act as a subject matter expert for knowledge and records management within the organization. Collaborate with department heads to ensure consistent implementation of archiving and documentation standards. Lead awareness initiatives to embed knowledge integrity and confidentiality across EIA.

Requirements

Education & Qualifications


Bachelor's degree in Records Management, Library and Information Science, Archival Studies, Information Governance, or related discipline.
Experience Requirements


Minimum 5 years of professional experience in document or records management, ideally within a government, legal, or compliance-based function. Familiarity with UAE laws on document preservation, including Federal Decree No. 7 of 2008 and related circulars.
Technical Expertise / Skills / Knowledge


Proficiency in Electronic Document and Records Management Systems (EDRMS), such as SharePoint, OpenText, Oracle Fusion, or equivalent. Knowledge of metadata standards, document classification schemes, and secure archiving protocols. Strong understanding of data privacy, compliance regulations, and legal documentation standards. Familiarity with UAE laws on document preservation, including Federal Decree No. 7 of 2008 and related circulars. Ability to assess and improve document lifecycle processes and digital archiving systems. High attention to detail and confidentiality. Excellent organizational and planning skills. Strong communication and stakeholder engagement. Analytical mindset with a process improvement orientation.
Internal Interfaces


Legal and Compliance Department IT and Digital Transformation Teams Risk Management and Internal Audit All EIA departments for document coordination and compliance Human Resources for training and awareness initiatives External Interfaces UAE National Archives and Library Authority External auditors and consultants Regulatory bodies for compliance and reporting Vendors and service providers for document digitization and archiving solutions

Management Accountability


Ensure compliance with national and internal standards for document retention and archiving. Maintain secure, accessible, and well-classified institutional records. Support audit readiness and legal documentation integrity. Drive continuous improvement in knowledge management systems and practices. Monitor and report on compliance metrics and operational risks related to records management. * Optimize document handling processes through digital tools and automation.