Documentation Associate

Company Description

Aboitiz Foods is an integrated regional food and agribusiness company dedicated to creating a high-performance culture anchored on our time-honored values of Integrity, Teamwork, Innovation, and Responsibility. Through the collective strengths of our subsidiaries, Pilmico and Gold Coin, we believe in sustainably feeding Asia’s growth from mill to meal. 

We are constantly improving and optimizing our processes by integrating the value chain around Asia. We leverage our sector expertise and capabilities to deliver quality every time. With our world-class technology and culture of constant innovation, we devote ourselves to serving you better.

At Aboitiz Foods, we embrace change and inspire innovation, leading the way in food and agribusiness solutions. Join us as we shape the future of food in Asia and build a culture where, together, we nourish the future.

https://www.aboitizfoods.com/

Job Description

As a Documentation Associate for the Planning, Governance and Analytics (PGA) SC Ph, your primary responsibility will be to manage and maintain all documentation related to PGA processes, projects, and initiatives. You will ensure the accuracy, integrity, and accessibility of documents, while adhering to established document control procedures and standards. This position requires strong organizational skills, attention to detail, and the ability to collaborate with stakeholders to effectively manage documentation within the PGA.

Key Duties and Responsibilities

• Document Management: Establish and maintain document control processes and systems to ensure the proper creation, review, approval, distribution, and archiving of PGA documents. Develop and implement document control procedures and guidelines.
• Document Control Systems: Utilize document management software or other electronic systems to manage and track PGA documents. Ensure proper version control, access rights, and security measures are in place. Provide training and support to users on document control systems.
• Document Creation and Review: Collaborate with PGA teams to create, format, and review documents, ensuring accuracy, consistency, and adherence to PGA standards. Coordinate the review and approval process, track changes, and ensure timely completion of document reviews.
• Document Distribution: Facilitate the distribution of documents to relevant stakeholders within the PGA, ensuring proper document naming conventions, file organization, and access controls. Maintain a central repository of PGA documents for easy retrieval.
• Document Change Control: Manage document change requests, ensuring proper documentation of changes, revision history, and approvals. Collaborate with stakeholders to communicate and implement approved document changes.
• Document Retrieval and Archiving: Establish and maintain an efficient document retrieval system, ensuring documents are easily accessible to authorized users. Archive outdated or obsolete documents in compliance with record retention policies.
• Quality Assurance: Perform regular quality checks on documents to ensure compliance with document control procedures, standards, and formatting requirements. Identify and resolve any inconsistencies or issues with document content or structure.
• Compliance and Auditing: Support compliance with relevant regulations, standards, and industry best practices. Collaborate with internal and external auditors to provide requested documentation and address document control-related inquiries.
• Training and Awareness: Conduct training sessions or provide guidance to PGA teams on document control procedures, standards, and best practices. Foster awareness and adherence to document control guidelines throughout the PGA.

Qualifications

• Bachelor's degree in business administration, information management, or a related field. Relevant certifications or training in document control are a plus.
• Proven experience as a Documentation Associate or in a similar role, preferably within a Planning, Governance and Analytics or a regulated industry.
• Strong knowledge of document control principles, standards, and best practices.
• Familiarity with document management systems and software (e.g., SharePoint, Documentum).
• Excellent organizational skills with a keen eye for detail and accuracy.
• Proficiency in document formatting, editing, and version control.
• Strong communication and interpersonal skills, with the ability to collaborate effectively with stakeholders at all levels.
• Familiarity with record management and retention policies.
• Ability to handle multiple priorities and meet deadlines in a fast-paced environment.
• Proficiency in using Microsoft Office applications (Word, Excel, PowerPoint) and other document processing tools.
• Understanding of compliance requirements and regulatory frameworks relevant to document control.
• Discretion and respect for confidentiality when handling sensitive or confidential information.

CRITICAL SKILLS OR COMPETENCIES REQUIRED:

• Results orientation
• Process development mindset
• Collaborative relationship-building and influencing
• Leadership and organizational capability development
• Strong business acumen

Additional Information

• Able to Travel on Sites (Taguig, Tarlac, Cebu)