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WS FZE.3446.DOCUMENTATION CLERK

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DP World

7d ago

  • Job
    Full-time
    Junior & Mid Level
  • Dubai

AI generated summary

  • You should maintain organized records, ensure data accuracy, review documents for compliance, manage filing systems, monitor document transfers, and suggest process improvements while ensuring confidentiality.
  • You will manage records, input data, verify documents, maintain filing systems, track document movement, generate reports, ensure confidentiality, train new staff, and improve processes.

Requirements

  • Job Requirements:
  • Maintain and update physical and electronic records, ensuring they are properly organized, filed, and labeled for easy retrieval.
  • Accurately input data into digital systems, databases, or spreadsheets, ensuring that information is error-free and up-to-date.
  • Review documents for accuracy, completeness, and adherence to company standards, policies, and regulations.
  • Identify outdated or obsolete documents and files, and initiate archiving or disposal processes in accordance with retention policies.
  • Develop and maintain organized physical and electronic filing systems, ensuring that documents are stored in a logical and easily accessible manner.
  • Monitor the movement of important documents within the organization, ensuring that they are signed off and accounted for during transfers.
  • Generate regular and ad-hoc reports detailing document status, updates, and any issues that require attention.
  • Coordinate with different departments or teams to request missing documents, clarify information, or address discrepancies.
  • Ensure the confidentiality and security of sensitive documents, handling them in compliance with data protection regulations and company policies.
  • Assist in training new employees or team members on proper documentation practices and systems.
  • Identify opportunities for streamlining document management processes, proposing and implementing improvements to increase efficiency.

Responsibilities

  • Record Management: Maintain and update physical and electronic records, ensuring they are properly organized, filed, and labeled for easy retrieval.
  • Data Entry: Accurately input data into digital systems, databases, or spreadsheets, ensuring that information is error-free and up-to-date.
  • Document Verification: Review documents for accuracy, completeness, and adherence to company standards, policies, and regulations.
  • Archiving: Identify outdated or obsolete documents and files, and initiate archiving or disposal processes in accordance with retention policies.
  • Filing Systems Maintenance: Develop and maintain organized physical and electronic filing systems, ensuring that documents are stored in a logical and easily accessible manner.
  • Document Tracking: Monitor the movement of important documents within the organization, ensuring that they are signed off and accounted for during transfers.
  • Reporting: Generate regular and ad-hoc reports detailing document status, updates, and any issues that require attention.
  • Communication: Coordinate with different departments or teams to request missing documents, clarify information, or address discrepancies.
  • Confidentiality and Security: Ensure the confidentiality and security of sensitive documents, handling them in compliance with data protection regulations and company policies.
  • Training: Assist in training new employees or team members on proper documentation practices and systems.
  • Process Improvement: Identify opportunities for streamlining document management processes, proposing and implementing improvements to increase efficiency.

FAQs

What are the primary responsibilities of a Documentation Clerk?

The primary responsibilities include record management, data entry, document verification, archiving, maintaining filing systems, document tracking, reporting, communication with various departments, ensuring confidentiality and security of documents, training new employees, and identifying process improvement opportunities.

What skills are required for the Documentation Clerk position?

Required skills include strong attention to detail, proficiency in data entry and document management systems, excellent organizational skills, effective communication abilities, and a good understanding of data protection regulations.

Are there opportunities for training within this role?

Yes, the Documentation Clerk is responsible for assisting in the training of new employees or team members on proper documentation practices and systems.

What is the importance of confidentiality in this role?

Confidentiality is crucial as the Documentation Clerk handles sensitive documents, and it is essential to comply with data protection regulations and company policies to protect this information.

How does a Documentation Clerk contribute to process improvement?

A Documentation Clerk identifies opportunities for streamlining document management processes, proposing and implementing improvements to increase efficiency and effectiveness within the organization.

What software or tools will I need to be familiar with for this position?

Familiarity with digital systems, databases, spreadsheets, and document management software is essential for accurate data entry and record management.

How does a Documentation Clerk handle outdated documents?

The Documentation Clerk identifies outdated or obsolete documents and initiates archiving or disposal processes in accordance with retention policies.

Is there a focus on teamwork in this role?

Yes, the Documentation Clerk coordinates with different departments or teams to request missing documents, clarify information, or address discrepancies, which fosters teamwork and collaboration.

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DP World

We make trade flow, to change what’s possible for everyone.

Transportation
Industry
10,001+
Employees
2005
Founded Year

Mission & Purpose

We exist to make the world’s trade flow better, changing what’s possible for the customers and communities we serve globally. With a dedicated, diverse and professional team of more than 103,000 employees spanning 75 countries on six continents. We are pushing trade further and faster towards a seamless supply chain that’s fit for the future. We’re rapidly transforming and integrating our businesses – Ports and Terminals, Marine Services, Logistics and Technology – and uniting our global infrastructure with local expertise to create stronger, more efficient end-to-end supply chain solutions that can change the way the world trades. We make trade flow, to change what’s possible for everyone.