Documentation Executives

Sagar Vitaceuticals Nigeria Limited (SVNL) is a pharmaceutical manufacturing company based in Ikeja, Lagos. Originally established as a joint venture, it is now owned by Sagar Overseas Ltd. SVNL operates a modern facility with high-capacity production lines for tablets, capsules, ointments, and more, adhering to GMP standards.

The company is NAFDAC-approved and partners with Nigeria’s Federal Ministry of Health to support local drug production. Its product portfolio includes vitamins, antibiotics, and over-the-counter supplements.

We are recruiting to fill the position below:

Job Title: Documentation Executive

Location: Makun City, Ogun
Employment Type: Full-time
Department: Manufacturing
Slot: 3 Opening
Reports to: Documentation Manager

Job Summary

• The role ensures that documentation is accurate, up-to-date, and readily available to support manufacturing, quality assurance, audits, and regulatory inspections.
• The Documentation Executive is responsible for creating, reviewing, controlling, maintaining, and archiving all pharmaceutical documents in compliance with Good Manufacturing Practices (GMP), Good Documentation Practices (GDP), and applicable regulatory requirements.

Key Responsibilities

• Prepare, review, issue, revise, and archive controlled documents such as Standard Operating Procedures (SOPs), Batch Manufacturing Records (BMRs), Batch Packaging Records (BPRs), specifications, protocols, reports, forms, and logbooks.
• Ensure documentation complies with regulatory requirements from authorities such as FDA, EMA, WHO, and local regulatory agencies where applicable.
• Monitor document revision schedules and initiate timely updates.
• Support electronic document management systems (EDMS) where implemented.
• Maintain confidentiality and security of controlled documents.
• Assist in change control, deviation, CAPA (Corrective and Preventive Actions), and risk management documentation.
• Ensure compliance with Good Documentation Practices (GDP), Good Manufacturing Practices (GMP), and company quality policies.
• Support internal, customer, and regulatory audits by providing required documentation.
• Track document issuance, retrieval, and destruction records.
• Coordinate document review and approval workflows with cross-functional departments.
• Maintain the document control system to ensure all documents are properly numbered, approved, distributed, and withdrawn when obsolete.
• Train employees on document control procedures and Good Documentation Practices.
• Coordinate with Quality Assurance, Production, Quality Control, Regulatory Affairs, Engineering, and Warehouse departments to ensure documentation accuracy and completeness.
• Maintain master copies of controlled documents and ensure only current versions are available for use.
• Archive completed documents according to company retention policies and regulatory requirements.

Key Performance Indicators (KPIs)

• Timely closure of document revisions.
• Accuracy and completeness of documentation.
• Compliance with GMP and GDP requirements.
• Number of documentation errors or deviations.
• Document retrieval and archival efficiency.
• Audit readiness and successful inspection outcomes.
• Timely preparation and issuance of controlled documents.

Qualifications

• Bachelor's Degree in Pharmacy, Pharmaceutical Sciences, Chemistry, Microbiology, Biochemistry, Life Sciences, or a related discipline.
• Additional certification in Quality Management, GMP, or Documentation Control is an advantage.

Experience:

• Familiarity with electronic document management systems (EDMS) is desirable.
• Experience working in a GMP-compliant pharmaceutical environment is preferred.
• 2–5 years of experience in pharmaceutical documentation, quality assurance, regulatory affairs, or manufacturing documentation.

Required Skills:

• Ability to maintain confidentiality and data integrity.
• Ability to manage multiple priorities and meet deadlines.
• Excellent document preparation, proofreading, and organizational skills.
• High attention to detail and accuracy.
• Strong communication and interpersonal skills.
• Proficiency in Microsoft Office (Word, Excel, PowerPoint).
• Analytical and problem-solving skills.
• Strong knowledge of GMP, GDP, GLP, and pharmaceutical quality systems.

Key Competencies:

• Documentation accuracy
• Integrity and accountability
• Regulatory compliance awareness
• Planning and coordination
• Organizational and time management skills
• Attention to detail
• Teamwork and collaboration
• Continuous improvement mindset

Working Conditions:

• Office-based with regular interaction with manufacturing, quality control, and warehouse areas.
• Must comply with company health, safety, and pharmaceutical GMP requirements.
• May require participation in audits, inspections, and validation activities.

Career Progression:

• Senior Documentation Executive
• Documentation Manager
• Documentation Supervisor
• Quality Assurance Officer
• Quality Assurance Manager
• Quality Assurance Executive