Summary
Date Posted: Wednesday, February 12 2025, Base Salary: Not Disclosed

JOB DETAILS:
Overview
We are recruiting!
Our Client in Kitwe, Copperbelt is looking for a Documentation Specialist to join their team for a job vacancy within the financial services sector.
To apply or for more information follow the link below.

Job Summary
Our client is seeking a highly organized and detail-oriented Documentation Specialist to manage, prepare, and maintain critical company documents, ensuring accuracy and compliance. This role is integral to the seamless operation of the organization by facilitating document organization, administrative coordination, and interdepartmental communication. The Documentation Specialist will also be responsible for administrative tasks, including travel arrangements, certification renewals, and office resource management.

Key Responsibilities
1. Document Preparation & Management
• Prepare and manage facility documents such as facility letters, deeds of guarantee, deeds of assignment, instruction to transfer letters, loan disbursement memos, and checklists.
• Ensure all documents are updated regularly, accurate, and aligned with company policies.
• Organize and store documents in an easily retrievable format.
• Liaise with various departments to ensure document accuracy and compliance.
• Verify critical document details, including interest rates, duration, client particulars, and registration numbers.
2. Administrative Duties
• Travel & Accommodation Management: Arrange flight bookings, accommodations, and airport transfers for staff as needed.
• Certification & Compliance: Monitor and renew critical business certificates such as NAPSA, fire certificates, health permits, and Chamber of Commerce registrations in a timely manner.
• Office Supplies Management: Ensure availability and procurement of office stationery and groceries.
• Fuel Management: Oversee timely fuel card (Tom card) top-ups for staff conducting client visits.
• Vendor Coordination: Process and send proof of payments (POP) to key vendors.
• Car Hire Arrangements: Organize vehicle rentals for staff working outside their usual location.

Required Skills & Competencies
• Excellent Writing & Organizational Skills: Ability to draft clear, structured, and professional documents.
• Attention to Detail: High level of accuracy in documentation and compliance with company standards.
• Computer Literacy: Proficiency in Microsoft Word, Excel, Teams, and Adobe Acrobat.
• Problem-Solving Skills: Ability to identify issues with documentation and implement effective solutions.
• Communication Skills: Strong verbal and written communication skills for interdepartmental coordination.
• Confidentiality: Ability to handle sensitive company information with the utmost discretion.
• Time Management: Efficiently prioritize tasks to meet strict deadlines.
• Patience & Customer Service Orientation: Ability to handle difficult clients and colleagues with professionalism.
• Innovative & Positive Attitude: A proactive and engaging approach to improving team morale and operational efficiency.

Qualifications & Experience
• Bachelor’s degree or diploma in Business Administration, Finance, Communications, or a related field.
• 2+ years of experience in documentation management, administrative support, or a similar role.
• Experience in the financial sector or working with SMEs is an added advantage.

Work Hours: 8

Experience in Months: 24

Level of Education: Bachelor Degree

Job application procedure
• To apply for this job please visit www.priconsultants.com.

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