Documentation Officer

About the role

The Documentation Officer will ensure that all organisational records, both hard‑copy and electronic, are accurately captured, securely stored and readily retrievable. This full‑time position supports administrative, inventory and reporting functions while maintaining confidentiality and compliance with internal procedures.

Key responsibilities

• Enter trainee data into the management system and generate related reports.
• Maintain and organise physical and digital documents, guaranteeing their security and easy retrieval.
• Update software records with trainee details and produce periodic status reports.
• Monitor inventory levels, coordinate placement with relevant authorities, and supervise office stock.
• Prepare, sort and respond to official correspondence and emails based on priority.
• Maintain individual files, checklists, and ensure documents are scanned and archived correctly.

Required profile

• Minimum two years of experience in documentation, records management or related administrative roles.
• Strong attention to detail and ability to handle confidential information.
• Excellent organisational skills with the capacity to manage multiple tasks simultaneously.
• Good written communication skills for preparing reports and official correspondence.

Required skills

• Proficiency in using computer applications for data entry and document management.