Document Controller at Asset Management Group

POSITION SUMMARY: 

• As the Document Controller, you will be responsible for the management of the flow of documentation with high- level confidentiality within the organization.
• You will also be tasked with the responsibility of documenting both digital and hardcopy records, retrieving documents as may be requested by co-workers and clients, creating documentation templates and forms for future use, and training employees on how to use them, distributing of documents to relevant departments, ensuring that proper procedures are adhered to in the document flow process, archiving old documents and reviewing new ones.
• You are also expected to be aware of the technicalities involved in maintaining up-to-date and easily traceable documents such as the usage of electronic document management systems, conversion of paper documents to digital copies, etc. 

JOB DESCRIPTION

• Creating and managing document hierarchy and process systems. 
• Overseeing documents through their entire life cycle from the inception stage to the archival stage.
• Cataloging and proper categorization of a wide range of historical documents, each profiled according to the various programs of the Foundation and the Group of Companies.
• Reviewing new documents to ensure compliance with regulations and required standards and archiving old versions.
• Designing and maintaining the architecture for documentation processes.
• Incorporating the use of information technology in the document control/management process.
• Creating document templates and forms for future use and enforce the proper chain of action and document identification.
• Training employees in the company about the document processes to ensure correct handling of documents
• Making available, notifying, and distributing documents to relevant departments.
• Ensuring proper organization of documents.

REQUIREMENTS

• BSc degree in Library Science, Information Technology/Management, Record Management, Secretarial studies, or other related fields (Having a Master’s Degree is an added advantage)
• Minimum of Second Class (Upper) Division
• Proven work experience as a Document Controller
• Time-oriented approach to tasks
• Ability to manage and maintain database using different information technology management system