As a Documentation Associate for the Planning, Governance and Analytics (PGA) SC Ph, your primary responsibility will be to manage and maintain all documentation related to PGA processes, projects, and initiatives. You will ensure the accuracy, integrity, and accessibility of documents, while adhering to established document control procedures and standards. This position requires strong organizational skills, attention to detail, and the ability to collaborate with stakeholders to effectively manage documentation within the PGA.
Key Duties and Responsibilities
- Document Management: Establish and maintain document control processes and systems to ensure the proper creation, review, approval, distribution, and archiving of PGA documents. Develop and implement document control procedures and guidelines.
- Document Control Systems: Utilize document management software or other electronic systems to manage and track PGA documents. Ensure proper version control, access rights, and security measures are in place. Provide training and support to users on document control systems.
- Document Creation and Review: Collaborate with PGA teams to create, format, and review documents, ensuring accuracy, consistency, and adherence to PGA standards. Coordinate the review and approval process, track changes, and ensure timely completion of document reviews.
- Document Distribution: Facilitate the distribution of documents to relevant stakeholders within the PGA, ensuring proper document naming conventions, file organization, and access controls. Maintain a central repository of PGA documents for easy retrieval.
- Document Change Control: Manage document change requests, ensuring proper documentation of changes, revision history, and approvals. Collaborate with stakeholders to communicate and implement approved document changes.
- Document Retrieval and Archiving: Establish and maintain an efficient document retrieval system, ensuring documents are easily accessible to authorized users. Archive outdated or obsolete documents in compliance with record retention policies.
- Quality Assurance: Perform regular quality checks on documents to ensure compliance with document control procedures, standards, and formatting requirements. Identify and resolve any inconsistencies or issues with document content or structure.
- Compliance and Auditing: Support compliance with relevant regulations, standards, and industry best practices. Collaborate with internal and external auditors to provide requested documentation and address document control-related inquiries.
- Training and Awareness: Conduct training sessions or provide guidance to PGA teams on document control procedures, standards, and best practices. Foster awareness and adherence to document control guidelines throughout the PGA.
