Document Control

Job Description

The Document Controller will be responsible for developing and maintaining a centralized and standardized document management system. This includes organizing, archiving, retrieving, and coordinating documentation processes across all departments. The ideal candidate will have experience in managing sensitive and critical documents, ensuring accessibility, accuracy, and compliance with legal and regulatory requirements

1. Document Organization and Archiving:
   • Develop and maintain a centralized archiving system for contracts, invoices, bills, legal documents, tax records, and other essential documents.
   • Implement a logical filing and naming convention for easy retrieval.
   • Transition from physical archives to digital solutions, ensuring secure backups.
2. Interdepartmental Coordination:
   • Coordinate with different departments (e.g., finance, legal, operations) to ensure proper submission, classification, and storage of documents.
   • Act as the central point of contact for all document-related queries.
3. Compliance and Standards:
   • Ensure all documents adhere to internal policies, Egyptian legal standards, and international best practices.
   • Regularly audit the documentation system to ensure compliance and identify gaps.
4. Retrieval and Reporting:
   • Develop efficient processes for retrieving documents for audits, tax examinations, and other official requirements.
   • Maintain a log of document access and usage.
5. Technology and Tools:
   • Recommend and implement document management software tailored to the company’s needs.
   • Train employees on using the chosen document management system.
6. Data Security:
   • Ensure the confidentiality and security of sensitive information through proper access controls.
   • Manage data recovery and disaster prevention plans.
7. Process Improvement:
   • Proactively identify inefficiencies in the current system and recommend solutions.
   • Stay updated on best practices and emerging technologies in document management.

Job Requirements

• Bachelor’s degree in Business Administration, Library Science, or a related field.
• Minimum of 3 years of experience in document control or a similar role.
• Proficiency in document management systems and Microsoft Office Suite.
• Strong organizational skills and attention to detail.
• Excellent communication and coordination skills.
• Familiarity with Egyptian legal documentation and tax requirements is a plus.

Fluency in Arabic and English Preferred Qualifications:

• Experience in the food industry or manufacturing sector.
• Knowledge of ISO standards related to document control.