Full-Time Documentation Associate

As a Documentation Associate for the Planning, Governance and Analytics (PGA) SC Ph, your primary responsibility is to manage and maintain all documentation related to PGA processes, projects, and initiatives. Ensure accuracy, integrity, and accessibility of documents, adhering to established document control procedures and standards.

Key Duties and Responsibilities

1. Document Management: Establish and maintain document control processes and systems for proper creation, review, approval, distribution, and archiving of PGA documents.
2. Document Control Systems: Utilize document management software to manage and track PGA documents. Ensure proper version control, access rights, and security measures.
3. Document Creation and Review: Collaborate with PGA teams to create, format, and review documents. Ensure accuracy, consistency, and adherence to standards.
4. Document Distribution: Facilitate distribution to relevant stakeholders, maintaining document naming conventions, file organization, and access controls.
5. Document Change Control: Manage document change requests, documenting changes, revision history, and approvals.
6. Document Retrieval and Archiving: Establish and maintain a retrieval system, ensuring accessibility and archiving of outdated documents.
7. Quality Assurance: Perform regular quality checks on documents to ensure compliance with standards and formatting requirements.
8. Compliance and Auditing: Support compliance with relevant regulations and industry best practices, providing documentation to internal and external auditors.
9. Training and Awareness: Conduct training sessions on document control procedures and best practices.

Qualifications

• Bachelor's degree in Business Administration, Information Management, or related field.
• Relevant certifications/training in document control is a plus.
• Proven experience as a Documentation Associate or similar role.
• Strong knowledge of document control principles, standards, and best practices.
• Familiarity with document management systems (e.g., SharePoint).
• Excellent organizational skills, attention to detail, and accuracy.
• Proficiency in document formatting, editing, and version control.
• Strong communication and interpersonal skills.
• Familiarity with record management and retention policies.
• Proficiency in Microsoft Office applications.
• Understanding of compliance requirements.
• Discretion and respect for confidentiality.
• Ability to handle multiple priorities.
• Ability to travel to sites (Taguig, Tarlac, Cebu).

Critical Skills/Competencies

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

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