We are seeking a Document & Governance Officer to manage the organization's documentation lifecycle and governance processes. This role ensures that information is structured, controlled, accessible, and compliant with policies and standards.
The officer supports transparency, audit readiness, and effective decision-making by maintaining document control, governance frameworks, and compliance tracking across the organization.
Key Responsibilities
Document Management & Control
- Establish and maintain document management policies and standards.
- Manage document lifecycle: creation, review, approval, version control, and archiving.
- Maintain centralized repositories for policies, procedures, and project documentation.
- Ensure proper document classification, access control, and retention.
Governance Support
- Support governance frameworks, committees, and decision documentation.
- Maintain governance registers including policies, procedures, templates, and decisions.
- Track approvals, action items, and governance records.
- Ensure governance processes are consistently followed across teams.
Compliance & Audit Readiness
- Ensure documentation complies with internal policies and regulatory requirements.
- Support internal and external audits by providing required records.
- Monitor compliance with documentation standards and processes.
Process Improvement
- Enhance document management processes and templates.
- Promote best practices in knowledge management and information sharing.
- Support automation and digitalization of document workflows.
Stakeholder Coordination
- Coordinate with departments to ensure timely document updates.
- Provide guidance and training on documentation standards and tools.
Skills & Abilities
Core Competencies
- Document management and version control
- Governance and compliance support
- Policy and procedure management
- Audit preparation and record keeping
- Process improvement and organization
Leadership & Behavioral Skills
- High attention to detail and accuracy
- Strong organizational and time management skills
- Clear communication and coordination ability
- Structured and process-oriented mindset
- Confidentiality and integrity
Education & Experience
- Bachelor's degree in Business Administration, Information Management, or related field.
- 58+ years in document control, governance, or PMO support roles.
- Experience in regulated or project-driven environments.
Preferred Certifications (Advantage)
- ISO 9001 / Quality Management
- Records Management or Knowledge Management certifications
Typical Previous Roles
- Document Controller
- PMO Analyst
- Governance Coordinator
- Knowledge Management Specialist
Preferred Tools
- Document Management: SharePoint, Confluence, OpenText, or similar DMS
- Workflow & Tracking: Jira, ServiceNow, MS Planner
- Reporting & Documentation: Advanced Excel, PowerPoint
- Collaboration: Microsoft Teams
Soft Skills
- Strong attention to detail and accuracy
- Excellent organization and documentation skills
- Ability to manage confidential information responsibly
- Effective communication and stakeholder coordination
- Continuous improvement mindset
