Documentation Officer

Job title : Documentation Officer

Job Purpose

• To manage, control, and maintain all operational, commercial, and contractual documen tation, ensuring that records are accurate, complete, up-to-date, and readily available to support project execution, client reporting, invoicing, audits, and regulatory compliance Key Responsibilities
• Establish and maintain an effective document control system in accordance with company procedures, client requirements, and contractual obligations. Receive, register, distribute, track, archive, and retrieve project documents while maintaining proper document numbering version control and revision history
• Maintain accurate records of client service requests, work orders, mobilization and demobilization records, cargo manifests, personnel movement records, equipment utilization records, vessel operations, permits, and operational reports -Coordinate the collection, verification, and filing of daily activity reports, timesheets, delivery notes inspection reports, equipment logs, and other supporting documentation required for project execution and invoicing Review documentation for completeness, accuracy, and compliance before submission to clients or management. reports.
• Prepare and maintain document registers, correspondence logs, transmittals, and document tracking -Support the preparation and timely submission of daily, weekly, and monthly operational and management reports.
• Liaise with Operations, Logistics, Finance, Procurement, subcontractors, and clients to obtain, verify, and reconcile project documentation
• Ensure all documentation supporting client invoices is complete, accurate, and submitted within contractual timelines.
• Maintain both electronic and hard-copy filing systems, ensuring project records are secure, easily retrievable, and maintained in accordance with company document retention policies
• Monitor document review and approval workflows to ensure timely processing of operational commercial and contractual documents.
• Support internal and external audits by maintaining complete, traceable, and audit-ready documentation. Maintain strict confidentiality of company client, and commercial information
• Identify opportunities to improve document management processes and support the implementation of digital document control systems
• Ensure compliance with company policies, quality management systems, client requirements, and applicable statutory and regulatory requirements
• Perform any other document control and administrative duties assigned by the Line Manager.

Qualifications

• Bachelor's Degree or HND in Business Administration, Office Management, Information Management, Logistics Engineering or a related discipline
• 3-5 years of experience in document control, project administration, logistics support, or a similar role within the oil and gas, marine, construction, or EPC industry.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, and PowerPoint
• Experience with Electronic Document Management Systems (EDMS), SharePoint, or ERP systems is an added advantage.

Competencies

• Excellent document management and organizational skills
• Strong attention to detail and accuracy.
• Good written and verbal communication skills
• Ability to manage multiple tasks and meet tight deadlines
• -Strong analytical and record management capabilities.
• Proficiency in data management, reporting, and document tracking
• Ability to maintain confidentiality and handle sensitive information
• Strong interpersonal skills and ability to work effectively with cross functional teams
• Good understanding of quality management systems and document control best practices.