Position: Documentation Officer

Job Description

Position Overview:

The Documentation Officer in the Business Development department will be responsible for managing, maintaining, and drafting all company documents, including proposals, quotations, contracts, and other internal and external materials. This role ensures that all documents are accurate, up-to-date, and readily available when needed, while working closely with various departments to facilitate smooth communication and documentation processes that align with the company’s objectives.

Job Responsibilities

Document Preparation: 

• Prepare various business development documents, such as proposals, quotations, agreements, business plans, and reports. 
• Ensure documents are well-structured, concise, and clear for all intended readers. 
• Edit, proofread, and ensure the accuracy of documents, including grammar checks and compliance with branding guidelines. 

Document Control & Compliance: 

• Store documents in appropriate folders, ensuring compliance with company and legal standards. 
• Implement and maintain document control systems, ensuring efficient retrieval and archiving of documents. 
• Ensure all documents meet legal, regulatory, and company standards, and maintain confidentiality and security of sensitive information. 

Collaboration & Communication: 

• Collaborate with cross-functional teams, to gather necessary content for documentation. 
• Work closely with Business Development Managers to ensure the timely submission of proposals, reports, and other required documents.    
• Facilitate effective communication and coordination between customers, support and implementation teams, ensuring smooth client onboarding and retention. 

Tender Documentation: 

• Prepare and submit company tender documents on time, ensuring that all requirements are met. 

Knowledge Management & Reporting: 

• Regularly review and update internal documentation, procedures, and policies to reflect the current business environment. 
• Assist in creating reports and presentations for senior management, detailing the progress and success of business development initiatives.

Job Specifications:

• Bachelor's degree in Business administration, Communication, English, or a related field. 
• Minimum 2 years of experience in document management, technical writing, or a similar role within a business environment (preferably in a software or IT-related company).    
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint) and document management software. 
• Familiarity with CRM tools and business development processes is a plus. 
• Excellent written and verbal communication skills, with the ability to convey complex information clearly and concisely. 
• Strong organizational skills, with a focus on accuracy and efficiency in document preparation and management. 
• Ability to manage multiple priorities, meet deadlines, and work under pressure. 

Note: Interested candidates can apply through LinkedIn or send their CV's at [email protected]