Documentation Officer

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 Officer

Location: Makun City, Ogun
Employment Type: Full-time
Department: Production
Reports To: Factory Manager

Job Summary

• The role ensures that all controlled documents are accurate, up-to-date, and readily available to support pharmaceutical manufacturing, quality control, and regulatory compliance.
• The Documentation Officer is responsible for creating, reviewing, controlling, maintaining, and archiving quality and regulatory documents in compliance with Good Manufacturing Practices (GMP), Good Documentation Practices (GDP), and company quality management systems.

Key Responsibilities

• Prepare, review, issue, distribute, and control all quality system documents, including Standard Operating Procedures (SOPs), Batch Manufacturing Records (BMRs), Batch Packaging Records (BPRs), specifications, protocols, reports, and forms.
• Maintain both electronic and hard-copy document filing systems.
• Ensure confidentiality and security of controlled documents and records.
• Support regulatory inspections by ensuring documentation is complete, accurate, and readily accessible.
• Maintain the document control system, ensuring only current approved versions are available for use.
• Ensure compliance with Good Documentation Practices (GDP), Good Manufacturing Practices (GMP), and regulatory requirements.
• Archive obsolete and superseded documents while ensuring traceability and retrieval when required.
• Monitor document expiry dates and coordinate timely reviews and updates.
• Assign document numbers, revision numbers, and effective dates in accordance with company procedures.
• Maintain document logs, master lists, and revision histories.
• Assist in change control, deviation, CAPA, and risk management documentation.
• Train employees on document control procedures and documentation requirements.
• Coordinate document review and approval workflows with relevant departments.
• Perform periodic reconciliation of controlled copies distributed across departments.
• Support internal and external audits by retrieving and providing controlled documents.

Key Performance Indicators (KPIs)

• Compliance with GDP and GMP documentation standards.
• Compliance with document review schedules.
• Timely retrieval of archived documents.
• Accuracy of document master lists and revision control.
• Audit readiness and successful inspection outcomes.
• Timely issuance and revision of controlled documents.
• Zero critical documentation errors during audits.

Requirements
Qualifications:

• Additional certification in Quality Management Systems or GMP is an advantage.
• Bachelor's degree or Higher National Diploma (HND) in Pharmacy, Industrial Chemistry, Microbiology, Biochemistry, Chemistry, Biology, Pharmaceutical Technology, or a related science discipline.

Experience:

• Experience with electronic document management systems (EDMS) is an added advantage.
• Knowledge of regulatory requirements from WHO GMP, PIC/S, FDA, EMA, or other relevant authorities is desirable.
• 2–5 years of experience in document control or quality assurance within a pharmaceutical manufacturing environment.

Required Skills:

• Ability to work independently and collaboratively within cross-functional teams.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
• Strong knowledge of GMP, GDP, and Quality Management Systems (QMS).
• Strong written and verbal communication skills.
• Strong time management and organizational skills.
• High attention to detail and accuracy.
• Ability to handle confidential information with integrity.
• Good analytical and problem-solving abilities.
• Excellent document organization and record management skills.

Key Competencies:

• Continuous improvement mindset
• Teamwork and collaboration
• Accuracy and attention to detail
• Integrity and confidentiality
• Planning and organization
• Accountability
• Regulatory compliance awareness
• Communication skills

Working Conditions:

• Office-based role with frequent interaction with Production, Quality Control, Quality Assurance, Warehouse, Engineering, and Regulatory Affairs departments.
• May require occasional overtime during audits, inspections, or regulatory submissions.

Health, Safety, and Compliance:

• Comply with GMP, GDP, GLP, and all applicable regulatory guidelines.
• Adhere to all company Health, Safety, and Environment (HSE) policies.
• Participate in mandatory training and continuous professional development activities.

General Responsibilities:

• Contribute to continuous improvement initiatives within the Quality Management System.
• Perform any other duties assigned by the Quality Assurance Manager or senior management.
• Maintain professional conduct and uphold the company's quality culture at all times.