System Documentation Officer

7 days ago

North Caloocan Metro Manila, Philippines Ascendens Asia Full time ₱600,000 - ₱1,200,000 per year

Department: Research and Information System (RIS) Unit

Division: Information Systems and Services Division

Employment Type: Full-Time / Office-Based


Job Summary

The System Documentation Officer is responsible for creating, maintaining, and managing all technical and functional documentation related to system features, modules, and processes. This includes drafting Functional Requirement Documents (FRDs), User Manuals, Standard Operating Procedures (SOPs), and release documentation to ensure all system developments and updates are well-documented, traceable, and compliant with internal standards.

The role serves as a critical link between the development, quality assurance, and client services teams, ensuring clarity, consistency, and accuracy in all system-related documentation.


Key Responsibilities
  • Draft and maintain Functional Requirement Documents (FRDs), Process Flow Diagrams, User Manuals, and System Change Logs.
  • Document feature specifications and updates in coordination with system developers, QA officers, and product managers.
  • Standardize document formatting, version control, and file naming conventions across all system documentation.
  • Update and organize the central repository of FRDs and SOPs for internal access and version tracking.
  • Collaborate with QA and development teams to verify accuracy of documented system behavior.
  • Assist in the preparation of deployment notes, user training materials, and system knowledge bases.
  • Ensure all documentation aligns with company's process documentation standards and ISO-style formatting.
  • Support the improvement of system documentation templates, policies, and guidelines.

Qualifications

Education:

  • Bachelor's degree in Information Technology, Information Systems, Computer Science, or Technical Communication.

Experience:

  • Experience in documenting software or web systems (e.g., HRIS, LMS, SMS, ERP) is an advantage.
  • Open for fresh graduates.

Technical Skills:

  • Proficient in using documentation tools such as MS Word and Google Docs.
  • Familiar with software development lifecycle (SDLC) and system change management processes.
  • Knowledge of diagramming tools (e.g., Lucidchart, Mermaid, , or Visio) for creating flowcharts and system maps.
  • Basic understanding of web technologies (HTML, PHP, SQL) is an advantage.

Soft Skills:

  • Excellent technical writing and communication skills.
  • High attention to detail and consistency in document formatting.
  • Strong analytical and coordination skills.
  • Organized, deadline-oriented, and capable of handling multiple documentation projects simultaneously.

Competencies
  • Documentation Accuracy: Ensures precision and completeness of system documentation.
  • Collaboration: Works closely with developers, QA, and CSR units for validation.
  • Process Orientation: Adheres to established standards and workflows.
  • Communication: Translates complex technical concepts into user-friendly documentation.
  • Confidentiality: Handles sensitive system data and internal documents with discretion.

Work Environment
  • Primarily office-based with coordination through online platforms.
  • May be required to attend system meetings, testing sessions, or deployment briefings.

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