Document management officer

The position we are recruiting for is currently situated within the Resources and administrative services unit (ADM), and the selected candidate will report to the Head of Sector for Infrastructure and logistics.

The jobholder will contribute to and facilitate the development and implementation of the EUDA document management system in accordance with the EU regulations and the specifics of the EUDA.

The jobholder will work closely with the Executive office (EXO) and the Information and communication technology unit (ICT). 

Main duties

Document control and management

• Contributing to the design and implementation of the EUDA’s information management policy.
• Contributing to the design and implementation of the EUDA document management (electronic and paper documentation files) system and procedures for the staff.
• Ensuring that the information processed within the EUDA (both in hard copy and electronic format) is in line with the EUDA’s information management policy and other governing policies. 
• Ensuring that every document requiring registration is duly recorded according to the document management policies and procedures.
• Ensuring that every important document is stored securely and in line with the EUDA’s information security policy.
• Ensuring that documents are properly processed across the different stages of their lifecycle, including collection, creation/generation; organisation; retrieval, use, transmission; disposition.
• Creating a training module on the documents management system and procedures for the induction course to newly recruited staff.
• Training EUDA staff in the procedures to be followed when dealing with the documents in both hard copy and electronic format.
• Applying best practices and keeping up with developments in the document management field.