Documentation Associate

As a Documentation Associate for the Planning Governance and Analytics (PGA) SC Ph your primary responsibility will be to manage and maintain all documentation related to PGA processes projects and initiatives. You will ensure the accuracy integrity and accessibility of documents while adhering to established document control procedures and standards. This position requires strong organizational skills attention to detail and the ability to collaborate with stakeholders to effectively manage documentation within the PGA.

Key Duties and Responsibilities

• Document Management: Establish and maintain document control processes and systems to ensure the proper creation review approval distribution and archiving of PGA documents. Develop and implement document control procedures and guidelines.
• Document Control Systems: Utilize document management software or other electronic systems to manage and track PGA documents. Ensure proper version control access rights and security measures are in place. Provide training and support to users on document control systems.
• Document Creation and Review: Collaborate with PGA teams to create format and review documents ensuring accuracy consistency and adherence to PGA standards. Coordinate the review and approval process track changes and ensure timely completion of document reviews.
• Document Distribution: Facilitate the distribution of documents to relevant stakeholders within the PGA ensuring proper document naming conventions file organization and access controls. Maintain a central repository of PGA documents for easy retrieval.
• Document Change Control: Manage document change requests ensuring proper documentation of changes revision history and approvals. Collaborate with stakeholders to communicate and implement approved document changes.
• Document Retrieval and Archiving: Establish and maintain an efficient document retrieval system ensuring documents are easily accessible to authorized users. Archive outdated or obsolete documents in compliance with record retention policies.
• Quality Assurance: Perform regular quality checks on documents to ensure compliance with document control procedures standards and formatting requirements. Identify and resolve any inconsistencies or issues with document content or structure.
• Compliance and Auditing: Support compliance with relevant regulations standards and industry best practices. Collaborate with internal and external auditors to provide requested documentation and address document control-related inquiries.
• Training and Awareness: Conduct training sessions or provide guidance to PGA teams on document control procedures standards and best practices. Foster awareness and adherence to document control guidelines throughout the PGA.

Qualifications :

• Bachelors degree in business administration information management or a related field. Relevant certifications or training in document control are a plus.
• Proven experience as a Documentation Associate or in a similar role preferably within a Planning Governance and Analytics or a regulated industry.
• Strong knowledge of document control principles standards and best practices.
• Familiarity with document management systems and software (e.g. SharePoint Documentum).
• Excellent organizational skills with a keen eye for detail and accuracy.
• Proficiency in document formatting editing and version control.
• Strong communication and interpersonal skills with the ability to collaborate effectively with stakeholders at all levels.
• Familiarity with record management and retention policies.
• Ability to handle multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in using Microsoft Office applications (Word Excel PowerPoint) and other document processing tools.
• Understanding of compliance requirements and regulatory frameworks relevant to document control.
• Discretion and respect for confidentiality when handling sensitive or confidential information.

CRITICAL SKILLS OR COMPETENCIES REQUIRED:

• Results orientation
• Process development mindset
• Collaborative relationship-building and influencing
• Leadership and organizational capability development
• Strong business acumen

Additional Information :

• Able to Travel on Sites (Taguig Tarlac Cebu)

Remote Work :

Yes

Employment Type :

Full-time