Document Controller

Overview

The Document Controller will be tasked with overseeing the management, organization, maintenance, tracking, and control of the Authority’s official documents, records, correspondence, and digital files. This must be done in strict alignment with established policies, confidentiality standards, and recognized record management protocols. The role demands ensuring accurate version control, secure and systematic filing systems, swift document circulation, and comprehensive record upkeep covering operations, legal, procurement, human resources, finance, and project-related information.

Core Duties

• Administer both physical and electronic document management frameworks.
• Guarantee meticulous filing, indexing, classification, scanning, and archiving of all official documentation and correspondence.
• Maintain up-to-date version tracking for policies, agreements, project-related documents, notifications, office orders, contracts, and reports.
• Monitor all incoming and outgoing documents, maintaining detailed logs and registers.
• Uphold the confidentiality and security of sensitive organizational files and data.
• Collaborate with various departments to ensure prompt submission, review, approval, and dissemination of documents.
• Support the upkeep of records pertaining to procurement, human resources, finance, legal, and project files.
• Develop and manage document control procedures, including templates and a systematic numbering scheme.
• Retrieve necessary documents upon official requests while maintaining complete audit trails.
• Ensure adherence to document retention policies and government-mandated record management practices.
• Assist during audits, inspections, and internal reviews by supplying appropriate documentation.
• Manage backups and digital storage solutions for organizational records.
• Track document workflows and proactively follow up on outstanding approvals and submissions.
• Help prepare documentation for meetings, board presentations, and official communications.
• Carry out additional tasks assigned by authorized personnel.

Qualifications and Experience

• Possess a Bachelor's degree in Business Administration, Management, Library Sciences, Information Management, Computer Science, or a comparable discipline from an HEC-recognized university.
• Have 2 to 4 years of experience in document control, records management, administrative roles, or office coordination.
• Working experience within government bodies, public sector entities, the development sector, or technology-focused organizations is preferential.

Required Skills and Competencies

• Strong expertise in document handling and record keeping.
• Knowledgeable in filing systems, document control practices, and archival standards.
• Proficient with Microsoft Office tools, principally Word, Excel, and SharePoint or other document management platforms.
• Excellent organizational and time management skills.
• Meticulous attention to detail and accuracy.
• Ability to manage confidential and sensitive information with professionalism.
• Effective written and oral communication skills.
• Capability to juggle multiple responsibilities and meet deadlines efficiently.
• Familiarity with digital document management tools and workflow systems is considered an asset.