Documentation and Operations Officer

Job Type: Onsite - Full Time
Education: Bachelor’s Degree
Experience: Intermediate
Vacancies: 1
Skills: Records Management

Job Summary
We are looking for a highly organized, responsible, and detail-oriented Documentation and Operations Officer to take primary responsibility for the preparation, management, verification, filing, tracking, and secure storage of company and employee documentation. The officer will maintain accurate records, coordinate immigration and employment-related documentation for foreign employees, monitor deadlines and document expiry dates, and support the smooth operation of administrative processes.

Key Responsibilities

• Develop, organize, classify, and maintain accurate physical and digital company filing systems.
• Prepare, review, verify, process, and track documentation for foreign employees, including work permits, residence permits, visa-related documents, renewals, and supporting applications.
• Coordinate with relevant government offices, immigration authorities, and other external institutions regarding foreign employee documentation.
• Create and maintain a document-tracking system for submissions, approvals, renewals, pending requirements, and follow-up actions.
• Ensure that all required documents are complete, accurate, properly signed, stamped where applicable, and submitted within the required deadlines.
• Review documents for missing information, inconsistencies, errors, and compliance with internal and external requirements.
• Monitor document expiry dates and provide timely reminders to management and relevant employees regarding renewals and required actions.
• Control access to sensitive documents and ensure the secure storage, retrieval, copying, scanning, and disposal of records.
• Maintain an updated register of company licenses, certificates, contracts, permits, insurance documents, and other official records.
• Establish and maintain document naming, numbering, version-control, and archiving procedures.
• Ensure that electronic files are properly backed up and that both physical and digital records can be retrieved efficiently.

• Maintain the confidentiality, accuracy, integrity, and security of all company and employee records.

Qualifications and Requirements

• Diploma or degree in Management, Business Administration, Office Management, Records Management, or a related field.

• At least two years of experience in documentation, records management, or immigration-related paperwork.
• Knowledge of Ethiopian immigration procedures and foreign employee work and residence permit requirements is highly desirable.

• Strong knowledge of document control, filing, archiving, and records-management practices.

• Proficiency in Microsoft Word, Excel, email, scanning, PDF management, and digital filing systems.

• Good written and verbal communication skills in English.
How to Apply: Interested and qualified applicants are invited to submit their CV to Afriwork or through the email : adminsolnova@gmail.com