DOCUMENT MANAGEMENT SPECIALIST

Education and work experience:

Higher education (University degree or higher) and not less than 2 years of work experience in the position of Document Management Specialist.

Main functions:

• Follow-up and track the update of expired documents and the development of new documents.
• Ensure documents are properly executed, numbered, communicated in compliance with KPO Policy for Document Management and timely uploaded into ECM and published in KPO Intranet/Pyramid (if required).
• Input incoming/outgoing documents and prepare document transmittals.
• Ensure documents are properly executed, communicated and timely uploaded into ECM and published on KPO Intranet, if required
• Document numbering in accordance with KPO document numbering systems.
• Examine documents to verify completeness and accuracy of data.
• Confer with document originators to resolve discrepancies and introduce required changes to documents.
• Check and verify incoming transmittals are composed properly and the listings reflect actual documentation received.
• Timely remind respective document owners to update Directorate/Controllership and Department policies, procedures, guideline and standards.
• Fulfill orther duties stipulated by KPO Document Management and Retention Policies.
• Provide comprehensive support on document management to users within respective Directorate/ Controllership.
• Search documentation in archive with the purpose of maintenance of inquiries from KPO departments and contractors.
• Perform other instructions of management / line manager / direct management within its competence.

Necessary knowledge and skills:

• legislative and other standard legal acts of RoK, decrees, instructions and orders as well as other standard documents related to document control;
• planning order, project design and document processing programs;
• methods of research, analysis, development and improvement of documentation systems;
• document preparation, classification, keeping and expertise;
• archiving;
• standard and technical documents to design and operate computerised informational control systems;
• data bases design and actualisation methods;
• advanced domestic and foreign experience in documentation support;
• labour and management organisation basis;
• labour legislation;
• company labour rules; occupational safety rules and standards.
• knowledge of Programmes: Word, Excel, Access, Power Docs, Maximo, Acrobat Distiller, Acrobat Reader, Auto View, Bentley Redline.