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