Project Documentation Officer

Job Description

Required Skills

Description

Job purpose

The Project Documentation Officer will provide documentation functions to the GF project ensuring document storage, retrieval, return and integrity in both physical and electronic repositories.

Qualifications and experience:

HND or bachelors in communications, Information management, Social Sciences, Health Sciences, Public Health, Library Science, Accounting or other relevant fields
Minimum of 3 years work experience, with at least one year in a related role
Understanding of principles of database management and systems analysis with specific knowledge of current archival holdings systems.
Proficiency with Microsoft office, scanning and other administrative technologies
Experience in data organization, storage and security

Key accountabilities
Finance support (40%)

Collect all pre-coded financial documents from the finance unit and sort according to transaction type, financial period and serial number into folders
Label each folder properly and list out the documents in each folder in the inside front page of the folder
Shelve all the filed hard-copy documents based on their transaction type, period and number
In conjunction with the Finance Manager, create folders and sub-folders on SharePoint to serve as online data repository for financial documents.
Provide support to the Finance team during audit and other reviews in retrieving and refiling documents.
Work with finance officers in all field locations and Abuja to ensure that copies of support documents for all transactions are scanned and backed-up in the appropriate folders on SharePoint.
Programme support (20%)

Support the Senior Programme Manager to develop a report tracking system in line with the project accountability framework and set up reminders to actively track report submission by staff and consultants.
Being responsible for the filing of all technical documents, including but not limited to programme activity, progress and final terms of reference and reports.
Maintain a documentation corner for the storage of finalised and approved reports, policies, manuals, guidelines and other relevant documents, in available formats (electronic & print copies) in an easily retrievable and returnable system arrangement.
Develop a register of available finalised and approved reports, policies, manuals, guidelines and other relevant documents, in available formats (electronic & print copies) stored/ displayed in the documentation corner.
Give secretarial support, including meetings minutes taking, to the management and technical staff and maintaining records of meeting proceedings including following up on action points.
Operations support (10%)

Collect, sort, file, label and shelve all pre-numbered procurement documents from the operations unit
In conjunction with the Country Office Manager, create folders and sub-folders on SharePoint to serve as online data repository for procurement documents
Provide support to the Operations team during audit and other reviews in retrieving and refiling documents.
Documentation maintenance (20%)

In a shared responsibility with the Finance Manager, be in custody of the keys to project record lockers, chambers and rooms and ensure project documents are in safe custody
Ensure all physical records are stored in appropriate physical conditions that will prevent damage by rodents or pests or unfavorable atmospheric conditions such as high temperature, humidity, flooding etc
Maintain a register of all project documents for both electronic and physical folders and sub-folders
Maintain a movement register for project physical documents, ensuring that issuance and return of documents are duly documented and return of documents is complete and timely and the integrity of documents are maintained. On return of documents, the Project Officer-Documentation shall reconcile the documents/folders returned with the list of document collected to verify completeness
Assisting auditors, staff, consultants and other programme TA in accessing information and other matters as need arises
Keep electronic version of mass campaign personnel database for all levels
Data safeguarding related support and compliance with GDPR (10%)

Keep all project documents safely and securely, ensuring project documents are only accessible to authorised users and compliance with data protection regulations.
Provide support on need basis to programme States staff and on filing, documentation and other related issuesProvide adequate information and guidance on data protection to staff, consultants, auditors and every other users and work with the compliance unit to ensured project data are properly managed

   
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