Document Control Officer at Roadlamp Limited

Job Summary

• To efficiently organize, manage and maintain all documents emanating from and coming into the organization, ensuring accurate documentation control, version tracking and accessibility, and security.
• The DCO shall be responsible for maintaining the integrity and compliance of the company’s documentation throughout its life cycle, from the creation, storage, retrieval, version control, distribution.
• The DCO Shall also be responsible for filling, maintaining document registers and archiving.

Key Roles and Responsibilities
Document Management:

• Ensure proper organization, filing and retrieval of all documents physical or digital
• Maintain and update a document control system to manage the flow of documents.
• Create, store and categorize documents according to the organization’s document management policies.

Version Control:

• Ensure that documents are correctly versioned and that the most up-to-date version is accessible
• Keep track of revisions and changes, ensuring all relevant parties are notified when a document is updated.

Compliance and Standards:

• Ensure that all documents adhere to internal and external standards, regulations and compliance requirements
• Maintain a record of document history for auditing and regulatory purposes.

Document Distribution:

• Distribute documents to relevant stakeholders, departments, or teams in a timely manner.
• Monitor and control the circulation of sensitive documents to prevent unauthorized access.

Access Control:

• Implement and enforce document access restrictions and controls to protect confidential and sensitive information.
• Ensure proper user permissions are assigned for viewing, editing, and deleting documents.

Document Archiving:

• Archive old or outdated documents as per the organization’s retention policies.
• Ensure archived documents are stored securely and can be retrieved when needed.

Audit and Reporting:

• Conduct audits of document control systems to ensure compliance with internal procedures.
• Prepare reports on document statuses, updates, and overall document control efficiency.

Collaboration and Coordination:

• Act as a liaison between departments to ensure that documents are accurate, complete, and meet the needs of all teams.
• Coordinate the document flow between departments, ensuring smooth collaboration and communication.

Training and Support:

• Provide training to employees on document control procedures and the use of document management systems.
• Offer ongoing support to staff regarding document-related inquiries.

Handling Incoming and Outgoing Correspondence:

• Manage and track incoming and outgoing documents, such as emails, letters, contracts, and reports.
• Ensure proper logging, registration, and distribution of these documents.

Document Control System Maintenance:

• Maintain and troubleshoot document control systems, ensuring proper functionality and ease of use.
• Implement improvements and updates to the system as required.

Requirements

• Interested candidates should possess relevant qualifications.