IMS Documentation Control Officer

Key Responsibilities

Document Control and Records Management

• Maintain and manage a centralized document control system using physical and/or electronic platforms.
• Register, classify, organize, and archive incoming and outgoing documents according to established procedures.
• Ensure proper document numbering, version control, formatting standards, and document traceability.
• Issue controlled copies of approved documents to relevant departments and authorized personnel.
• Track document distribution and ensure that only current and approved versions remain in circulation.
• Withdraw obsolete documents and maintain organized archive records for future reference and compliance purposes.
• Maintain accurate logs for document revisions, approvals, issuance, and distribution activities.
• Ensure secure storage and efficient retrieval of records and documentation.
• Protect confidential, sensitive, and controlled information from unauthorized access.

Workflow Optimization

• Collaborate with Quality Assurance (QA/QC) and Environmental Health and Safety (EHS) Managers to improve document management processes.
• Support automation of document review cycles and implementation of electronic approval and signature workflows.
• Identify opportunities to improve documentation efficiency and reduce processing delays.
• Support continuous improvement initiatives related to information management and operational effectiveness.

Compliance and Quality Assurance

• Ensure all documentation complies with company policies, operational procedures, quality standards, and regulatory requirements.
• Support internal and external audit processes by maintaining complete and accurate documentation.
• Maintain document control procedures in accordance with applicable ISO standards and compliance frameworks.
• Monitor and ensure consistency in documentation quality across departments.
• Track Corrective and Preventive Actions (CAPA) and ensure documentation updates are completed following non-conformance findings.
• Ensure document management practices support continuous compliance and organizational quality objectives.

Required Qualifications

• Bachelor of Science (BSc) or Bachelor of Arts (BA) degree in any field of study from a recognized institution.

Professional Experience

• Minimum of three (3) years of relevant experience in documentation processes within Laboratory Management Systems (LMS), Integrated Management Systems (IMS), or related document control environments.

Required Skills and Competencies

• Strong understanding of document control procedures and records management practices.
• Knowledge of ISO standards and quality management systems.
• Experience working with electronic document management systems and workflow tools.
• Excellent organizational and administrative skills.
• Strong attention to detail and document accuracy.
• Ability to manage confidential information with integrity and professionalism.
• Good communication and stakeholder coordination skills.
• Proficiency in Microsoft Office applications and digital documentation platforms.
• Ability to manage multiple priorities and meet deadlines effectively.

Skills Required:

• Any / Field