Documentation Officer

Role summary:
The Documentation Officer will be responsible for maintaining, updating and managing all documentation related to production, quality control, imports/exports, internal procedures and records. The role also involves leveraging basic AI‐tools to improve documentation efficiency, as well as strong Nepali typing skills for internal and external communication.

Key responsibilities:

• Create, update and maintain standard operating procedures (SOPs), work instructions, manuals, checklists and forms for production, quality, materials, shipping and other relevant departments.

• Archive, organise and retrieve physical and digital documentation ensuring version control, accuracy and completeness.

• Support importing/exporting documentation: preparation of shipping documents, customs paperwork, vendor invoices and certifications.

• Assist in preparing reports related to production volume, defect rates, downtime, quality issues: compile data and present in Excel, Word or other formats.

• Use AI‐based tools (for example: text summarisation, auto‐typing/transcription, document classification, OCR) to streamline documentation processes and increase productivity.

• Perform accurate Nepali typing (both in Roman and Devanagari script) for internal memos, reports, official letters, minutes of meetings, and communication with Nepali‐language stakeholders.

• Coordinate with production, quality, procurement, logistics and management teams to ensure all required documents are in place and accessible when needed (for audits, inspections, internal reviews).

• Ensure compliance with regulatory, quality and internal standards: maintain documentation for ISO / regulatory requirements (if applicable) and ensure retrieval readiness.

• Assist in training staff on documentation protocols, file management, and correct use of documentation templates and AI tools.

• Maintain confidentiality of proprietary information and ensure secure document storage (physical and digital).

• Any other documentation‐related tasks as assigned by management.

Education & Experience:

• Bachelor’s degree (or equivalent) in Business Administration, Management, Information Technology, or related field.

• Minimum 1 to 2 years of relevant experience in documentation, records management, office administration or similar role (preferably in manufacturing environment).

• Prior exposure to manufacturing or import/export business is a plus.

Skills & Competencies:

• Strong typing skills in Nepali language (both Devanagari script and Roman transliteration) and good command of Nepali grammar, punctuation and formatting.

• Proficient in English (reading, writing) and Nepali.

• Good knowledge of MS Office suite (Word, Excel, PowerPoint) and comfortable working with digital filing systems.

• Basic knowledge of using AI tools for documentation workflows (e.g., AI‐based OCR, auto‐text generation, document classification) and willingness to learn.

• Strong organisational skills – detail‐oriented, ability to manage multiple documents, tight deadlines, version control.

• Good communication and interpersonal skills; ability to liaise with various departments.

• Integrity, confidentiality and professional attitude towards documentation and data handling.

• Ability to work both independently and as part of a team.

• Willingness to adopt new tools/technologies and improve existing processes.

Other requirements:

• Must be located in or willing to commute to the company’s location (Kathmandu / Rupandehi as per factory/office).

• Typing speed and accuracy in Nepali will be tested during selection.

• Familiarity with manufacturing/operations environment is preferred but not strictly mandatory.

• Sense of initiative: able to identify documentation gaps and suggest improvements.

Desired Attributes:

• Proactive mindset: sees documentation not just as filing but as a value‐adding function (e.g., helps reduce audit risk, improves traceability, speeds up shipping).

• Comfortable with change: manufacturing environment may require adapting documentation quickly when processes change.

• Learner’s attitude towards AI/documentation tech.