Senior Officer - Electronic Documents & Archive

Strategy

• Support departmental objectives by ensuring timely execution of administrative and reporting requirements.
• Assist in implementing organizational policies, procedures, and compliance requirements within the department.

Operations

• Maintain accurate documentation and records to support decision-making, audit readiness, and information security standards.
• Manage director/manager schedules, coordinate appointments, and arrange meetings with internal and external stakeholders.
• Prepare, draft, and register correspondences, circulars, and official letters; ensure timely dispatch and follow-up.
• Maintain and update departmental files, records, and databases in hard and electronic formats, ensuring confidentiality and compliance with information security protocols.
• Enter permissions, attendance, and leave data into systems (e.g., Time & Attendance, Tarasul, CRM) and prepare periodic reports.
• Support onboarding of new employees by coordinating requirements such as PCs, phones, employee cards, and office supplies.
• Maintain inventory of office supplies, process procurement orders, and coordinate maintenance of office equipment.
• Attend departmental meetings, prepare minutes, and follow up on assigned action points.
• Track and close assigned tasks, suggestions, and complaints within approved SLAs using RTA systems.
• Provide clerical support including scanning, archiving, and organizing documents while ensuring information security measures are applied.
• Coordinate with HR for employee-related requests (leaves, training, certificates, resignations, etc.).

Product / Process Improvement

• Ensure systematic filing, record-keeping, and compliance with document control and information security procedures.
• Recommend improvements in administrative workflows, reporting, and secure document handling.
• Participate in training on new administrative systems, tools, and information security awareness.
• Support continuous improvement initiatives by providing feedback from day-to-day operations

Qualifications

• Diploma/ Bachelor’s degree
• 0-1 Years in case of Bachelor’s degree (5+ years in case of Diploma)
• Strong executive communication and professional correspondence skills
• Knowledge of general administrative practices and office coordination
• Ability to manage intranet content and ensure proper governance
• Skilled in presentation design and executive‑level reporting
• Understanding of the organization's business context and operations
• Proficiency in preparing and delivering technical reports
• Experience in committee and team governance
• Competence in knowledge and innovation management initiatives
• Ability to implement policies and monitor compliance
• Familiarity with quality, health, and safety compliance standards
• Strong stakeholder engagement and protocol management capabilities

Schedule-Time