Documentation Officer
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Job summary
The Documentation Officer is responsible for establishing and maintaining a structured internal document control system. This role ensures that all company policies, project files, technical specifications, legal contracts, and financial records are accurately registered, updated, securely archived, and easily accessible to authorized personnel.
Min Qualification:
Degree
Experience Level:
Mid level
Experience Length:
4 years
Language Requirement:
English
Working Hours:
Full Time - 8 to 5
Applicant Location:
Lagos, Nigeria
Job descriptions & requirements
Responsibilities:
- Document Control & Archiving: Receive, log, track, and securely store all incoming and outgoing company documentation (both physical and digital).
- Version Control: Ensure that only the most current, approved versions of documents (e.g., policies, manuals, standard operating procedures) are in circulation, properly archiving obsolete versions.
- System Management: Maintain and optimize the digital Document Management System (DMS) or Electronic Document Management System (EDMS) for seamless indexing and retrieval.
- Quality & Compliance Checks: Review documents before filing to ensure they meet internal quality standards, correct formatting guidelines, and relevant regulatory compliance.
- Distribution & Access Control: Process internal requests for documents and manage user access permissions to protect sensitive or confidential corporate data.
- Audit Support: Retrieve and organize relevant documentation swiftly to support internal audits, external regulatory inspections, or project reviews.
- Data Backup: Ensure regular backups of critical digital files and coordinate the proper, secure disposal of expired documents according to corporate retention schedules.
Requirements:
- Minimum qualification of a BSc
- 4 years of previous experience in a similar role
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