SayPro Strategic Partnerships: Documentation Management Specialist
Job Title: Documentation Management Specialist
Department: SayPro Strategic Partnerships Office
Report To: Head of Strategic Partnerships & Development
Job Purpose:
The Documentation Management Specialist is responsible for maintaining accurate and organized records of all accreditation applications, partnership agreements, performance reports, and related documentation to ensure transparency, accountability, and compliance within SayPro’s strategic partnerships. This role ensures that all key documents are properly stored, easily accessible, and compliant with both internal policies and external regulatory requirements, supporting the effective management and review of partnerships and accredited projects.
Key Responsibilities:
- Accreditation Application Documentation:
- Ensure that all documentation related to accreditation applications is thoroughly prepared, organized, and stored.
- Maintain records of the submission process, including necessary forms, approvals, and any correspondence with regulatory bodies.
- Ensure that all required accreditation materials are complete and up to date, facilitating timely renewals or reapplications as needed.
- Partnership Agreement Management:
- Develop, organize, and maintain a centralized database of partnership agreements, including Memorandums of Understanding (MOUs), contracts, and partnership terms.
- Ensure all agreements are signed, filed, and stored securely, with clear and accessible tracking of their status and renewal dates.
- Collaborate with legal and partnership teams to ensure that all agreements meet SayPro’s internal requirements and external regulatory standards.
- Performance and Compliance Reports:
- Manage and maintain comprehensive records of performance and compliance reports for all strategic partnerships and accredited projects.
- Ensure that performance reports, evaluation data, and impact assessments are collected, filed, and accessible for review by senior leadership and stakeholders.
- Track reporting timelines to ensure that partners submit performance and compliance data on schedule, and assist with organizing reports for internal reviews.
- Centralized Document Repository:
- Establish and maintain a centralized, digital document management system (DMS) to store and manage all relevant partnership and accreditation documentation.
- Implement best practices for document organization, indexing, and metadata tagging to ensure that records are easy to retrieve and comply with auditing standards.
- Ensure that the system is regularly backed up and that access controls are in place to protect sensitive and confidential information.
- Document Retrieval and Access:
- Develop and enforce policies and procedures for document access and retrieval to ensure that relevant stakeholders can access needed documents promptly.
- Coordinate with internal teams to provide timely access to documentation related to specific projects, audits, or evaluations.
- Respond to requests from external partners, regulatory bodies, or other stakeholders, ensuring that the appropriate documents are made available upon request.
- Ensure Documentation Accuracy:
- Regularly review all partnership, accreditation, and performance documentation to ensure accuracy and completeness.
- Work closely with internal teams to update documents as needed, ensuring that any changes to agreements, reports, or applications are properly reflected in the records.
- Conduct periodic audits of documentation files to ensure compliance with organizational and regulatory standards.
- Documentation for Audits and Inspections:
- Prepare all necessary documentation for internal and external audits, inspections, or evaluations related to strategic partnerships and accredited programs.
- Maintain a complete audit trail for each partnership, ensuring that all documents are easily accessible for review by auditors or regulatory bodies.
- Assist in coordinating site visits or audits, providing necessary documents and supporting materials as required.
- Tracking and Reporting Documentation Status:
- Implement tracking systems to monitor the status of all partnership agreements, accreditation applications, and compliance reports.
- Generate regular status reports to provide stakeholders with visibility into the progress and timelines of documentation-related activities.
- Alert relevant teams when documents need updating, renewal, or approval to ensure that deadlines are met.
- Compliance with Legal and Regulatory Requirements:
- Ensure all documentation management practices comply with local, national, and international laws, including data privacy regulations and record retention requirements.
- Regularly update documentation management processes to stay aligned with any regulatory changes and ensure compliance with legal standards.
- Work with legal teams to ensure that all documents, particularly contracts and agreements, are legally sound and meet all necessary regulatory criteria.
- Training and Support for Teams:
- Provide training and support to internal teams on best practices for document management, ensuring consistent processes across all departments.
- Create user-friendly guidelines for document submission, approval workflows, and storage protocols.
- Assist with troubleshooting any issues related to document access, organization, or compliance.
Key Performance Indicators (KPIs):
- Document Organization: Percentage of documents organized in the central repository with accurate metadata tags and classifications.
- Document Retrieval Time: Average time taken to retrieve requested documentation, ensuring accessibility for teams and stakeholders.
- Compliance Audit Results: Number of audit findings related to documentation management, with zero compliance violations.
- Document Accuracy: Percentage of documents free from errors or omissions upon review.
- Timely Reporting: Percentage of performance and compliance reports submitted on time by partners, tracked through the document management system.
- Document Access Requests: Number of successful document access requests fulfilled within the required timeframe.
- Retention Compliance: Adherence to data retention policies, including proper disposal of outdated or unnecessary documents in accordance with legal requirements.
Required Qualifications and Experience:
- Educational Background:
- Bachelor’s degree in Business Administration, Project Management, Information Management, or a related field.
- Certification in Document Management or Records Management (e.g., ARMA, ICRM) is a plus.
- Professional Experience:
- At least 2-4 years of experience in document management, records management, or administrative roles, ideally within the context of strategic partnerships, accreditation, or compliance.
- Experience with document management systems (DMS), including digital archiving and file organization.
- Familiarity with legal, regulatory, and compliance requirements related to documentation for community development, infrastructure projects, or similar sectors is preferred.
- Skills & Competencies:
- Excellent organizational skills, with an ability to manage large volumes of documentation efficiently and accurately.
- Proficiency in document management software, cloud storage solutions, and Microsoft Office Suite (especially Excel, Word, and SharePoint).
- Attention to detail, ensuring all documents are complete, accurate, and up to date.
- Strong communication skills, able to collaborate with internal teams and external partners to ensure proper documentation practices.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Knowledge of regulatory frameworks and document retention policies.
Key Attributes:
- Detail-Oriented: A meticulous approach to managing and organizing documents, ensuring no detail is overlooked.
- Efficient: Able to manage a large number of documents, ensuring that all files are organized, accessible, and up to date.
- Proactive: Anticipates the needs of internal teams and external partners by maintaining up-to-date records and ensuring timely document submissions.
- Systematic: Develops and follows standardized processes for document management that increase efficiency and reduce the risk of errors or non-compliance.
- Collaborative: Works effectively across teams and with external partners to ensure seamless documentation management and transparency.
- Tech-Savvy: Comfortable using modern document management systems and tools to organize, store, and retrieve documentation quickly.
Working Conditions:
- This role primarily requires office-based work, but may require occasional travel for document retrieval or site visits to partner locations.
- Flexible working hours may be required to accommodate different time zones or urgent document submission deadlines.
How to Apply:
Interested candidates should submit their resume, along with a cover letter detailing their experience in documentation management, compliance, or related fields, to [Insert Application Email/Link].
The Documentation Management Specialist plays a vital role in ensuring the smooth operation of SayPro’s strategic partnerships and accredited projects. By managing and organizing critical documents efficiently, this role supports transparency, accountability, and compliance, ensuring that all projects meet legal and organizational standards while contributing to the success of human-focused community development and infrastructure projects.
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