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. Develop and implement document control procedures and guidelines.
2. Document Control Systems: Utilize document management software to manage and track PGA documents. Ensure proper version control, access rights, and security. Provide training and support on document control systems.
3. Document Creation and Review: Collaborate with PGA teams to create, format, and review documents ensuring accuracy, consistency, and adherence to standards. Coordinate review and approval, track changes, and ensure timely completion.
4. Document Distribution: Facilitate distribution to relevant stakeholders, ensuring proper naming conventions, file organization, and access controls. Maintain a central repository for easy retrieval.
5. Document Change Control: Manage change requests, documenting changes, revision history, and approvals. Collaborate with stakeholders to communicate and implement approved changes.
6. Document Retrieval and Archiving: Establish and maintain an efficient retrieval system. Archive outdated or obsolete documents complying with record retention policies.
7. Quality Assurance: Perform regular quality checks on documents to ensure compliance with procedures, standards, and formatting. Identify and resolve inconsistencies.
8. Compliance and Auditing: Support compliance with regulations. Collaborate with internal and external auditors for documentation and inquiries.
9. Training and Awareness: Conduct training sessions on document control procedures, standards, and best practices. Foster adherence to guidelines.

Required Skills and Experience

• Bachelor's degree in business administration, information management, or related field.
• Relevant certifications or training in document control.
• Proven experience as a Documentation Associate or similar role, preferably within Planning, Governance and Analytics or a regulated industry.
• Strong knowledge of document control principles, standards, and best practices.
• Familiarity with document management systems (e.g., SharePoint, Documentum).
• 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.
• Ability to handle multiple priorities and meet deadlines.
• Proficiency in Microsoft Office applications and other document processing tools.
• Understanding of compliance requirements and regulatory frameworks.
• Discretion and respect for confidentiality.

Critical Skills/Competencies

• Results orientation
• Process development mindset
• Collaborative relationship-building
• Leadership and organizational capability development
• Strong business acumen
• Ability to travel on sites (Taguig, Tarlac, Cebu)

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