Documentation Senior Specialist

JOB PURPOSE :

Jobholders at this level execute work under minimal supervision from professionals or managerial staff and may supervise specific operational processes according to set policies, procedures, standards and guidelines.

Operationally, they provide training on confidential documentation guidelines and procedures and monitor its implementation, implement review-and-approval process, and maintain security and accessibility.

ROLES AND RESPONSIBILITIES  :

• Keep abreast the latest regulations related to confidential documentation and archiving issued by the National Center for Archives and Records (NCAR)
• Perform research in preparation for the development of confidential documentation and archiving framework, guidelines, policies, and procedures
• Provide awareness and training to employees on confidential documentation and archiving guidelines, policies and procedures
• Develop and/or update classification, indexing and coding plans to effectively organize archives
• Develop mitigation plans to safeguard and maintain preserved confidential documentation in case of incidents, damages, or deterioration
• Perform proper filing of confidential documentation in line with policies and procedures to ensure availability
• Retrieve data needed from confidential documents according to directions and approvals
• Implement review-and-approval process for confidential organizational documents before being stored
• Maintain security and accessibility of organizational confidential documents and distribute according to directions and approvals
• Handle the electronic documentation system, scan and upload all received /sent confidential documents in line with archiving policies, procedures
• Monitor the adherence of employees and all stakeholders to the confidential documentation and archiving guidelines, policies and procedures and communicate needed corrective actions if needed to concerned stakeholders
• Follow all relevant policies, processes and standard operating procedures so that work is carried out in a controlled and consistent manner
• Conduct activities under close supervision
• Escalate complex problems to the relevant person to ensure case/issue is closed efficiently and in timely a manner
• Perform other duties as requested

JOB QUALIFICATIONS AND REQUIREMENTS :

• A minimum of 2 years of relevant experience
• Bachelor’s degree in Archives and Records Management or equivalent is required