Reports to: Chief Financial Officer

Shift: Standard (09:00 AM to 05:00 PM) from Sunday to Friday

Position Overview:

The Documentation Officer is responsible for the creation, management, and maintenance of all documentation and records for the organization. This role ensures that documents are accurate, accessible, and compliant with regulatory requirements and internal policies. S/he will collaborate with various departments to streamline documentation processes and support organizational goals.

Roles and Responsibilities

Document Creation and Management

• Develop, review, and update documentation, including SOPs, procedures, manuals, and reports.
• Ensure all documents are formatted correctly and meet organizational standards.
• Maintain version control and ensure that the latest versions of documents are accessible.

Record Keeping and Data Management

• Establish and maintain a comprehensive filing system for both electronic and physical documents.
• Ensure proper labeling and storage of documents for easy retrieval.
• Collect, organize, and analyze data related to documentation activities.
• Archive obsolete documents in accordance with retention policies.

Compliance and Quality Assurance

• Ensure all documentation complies with legal, regulatory, and internal requirements.
• Conduct regular audits to verify the accuracy and completeness of records.
• Implement corrective actions for any discrepancies identified during audits.

Collaboration and Support

• Work with various departments to understand their documentation needs and provide support.
• Provide training and guidance to staff on documentation procedures and best practices.
• Assist in the development and implementation of document-related policies and procedures.
• Support other documentation-related tasks as needed.

Continuous Improvement

• Identify opportunities for improving documentation processes and implement changes.
• Stay updated on industry best practices and emerging trends in documentation management.

Skills and Qualifications

Task Related

• Bachelor’s degree in Business Administration, Law, or a related field.
• Minimum of 1 year of experience in documentation management, preferably in a manufacturing environment.
• Understanding of legal requirements and regulations affecting the manufacturing industry is a plus.

Competencies and Soft Skills

• Strong attention to detail and organizational skills.
• Excellent written and verbal communication skills.
• Knowledge of regulatory requirements and industry standards related to documentation.
• Ability to work independently and collaboratively in a team environment.
• Strong analytical and problem-solving skills.
• Ability to handle confidential and sensitive information with discretion.