Documentation Officer

Job Overview

The Documentation Officer is responsible for managing all vehicle and driver records to ensure proper documentation, compliance, and accurate reporting of fleet activities. This role ensures that licenses, permits, insurance, and regulatory certificates are valid, organized, and easily accessible for operational and audit purposes.

Key Responsibilities

• Maintain and update vehicle, driver, and fleet-related records
• Ensure all fleet documents (licenses, permits, insurance, regulatory certificates) are valid and renewed on time
• Organize, file, and archive documents in both physical and electronic formats
• Verify accuracy and completeness of documents before filing or processing
• Maintain an efficient document control system for easy retrieval of records
• Track document expiration dates and notify relevant departments of upcoming renewals
• Prepare and submit daily, weekly, and monthly documentation reports
• Support internal and external audits with accurate and complete records
• Ensure confidentiality, security, and proper handling of company documents
• Coordinate with fleet, dispatch, HR, operations, and maintenance teams to obtain and update required information

Qualifications

• Education: Bachelor’s Degree or Higher National Diploma (HND)
• Field of Study: Logistics, Supply Chain Management, Business Administration, or related discipline
• Experience: 1–3 years in documentation or logistics operations
• Knowledge: Documentation processes, record keeping, fleet records, and basic logistics operations
• Skills & Competencies:
  • Strong attention to detail and accuracy
  • Good organizational and record management skills
  • Basic computer proficiency (Microsoft Office)
  • Ability to maintain confidentiality and compliance standards