Document Management Assistant at Bhakor Consult Limited

Job Description

• The Document Management Assistant is responsible managing all of the documents and records while ensuring their accuracy, quality and integrity.
• His/her responsibilities will include creating new policies and procedures that deal with storage, sharing, sending and destruction of documents.
•  He/she will evaluate existing management systems and procedures in order to assess how effective and efficient they are and update accordingly.  Detailed descriptions are highlighted below:

Key Responsibilities

• Monitor regulatory activities to ensure continued and timely compliance with regulatory authorities and other associated bodies.
• Retrieve documents or electronic assets from storage for distribution to users, collecting and returning to storage, if necessary.
• Prepare support documentation and associated collaterals/materials for end users and team members.
• Prepare and record changes to official documents and confirm changes with legal and compliance management staff.
• Exercise security, confidentiality, legitimacy and adequacy over document processing, reproduction, distribution, storage, or archiving.
• Implement scanning or other automated data entry procedures, using imaging devices and document imaging software.
• Identify and classify documents or other electronic content according to characteristics such as competence and functions.
• Process, catalogue, organize, and streamline, indexing documents in accordance with employee and client requirements.
• Liaise with team members as appropriate, on project issues including   providing copies of regulatory, compliance and other statutory documents to colleagues as requested.
• Develop, document, or maintain standards, best practices, and system usage procedures
• Handle any other task as may be assigned by the managers

General Requirements

• A bachelor's degree or equivalent in Sciences, Social Sciences or Management Sciences.
• Minimum of 1 to 3 years post NYSC experience with at least one year experience as a technical or document management assistant.
• Must be fluent in both writing and spoken English

Technical and Behavioural Requirements:

• Proficiency in use of Corel draw, Photoshop and other graphic design packages
• The ideal candidate must illustrate excellent oral communication, office management, report writing and organizational skills.
• Ability to work independently with little or no supervision.
• The ideal candidate must be discreet, decisive, creative, innovative, diligent and able to pay attention to details.
• Success in this role demands high level of confidentiality,  integrity and flexibility
• The ideal candidate must provide intelligent and insightful feedback
• The ideal candidate must be able to work under pressure