Documents and Archives Management Unit Coordinator

Sharjah Education Academy; Sharjah; On-site; AED 201,000 - 312,000; Full time

Job summary

Sharjah Education Academy seeks a Documents and Archives Management Unit Coordinator to oversee the organization, classification, storage and retention of documents across SEA and Sharjah Government Nurseries. This role ensures secure, accessible records lifecycle management and supports governance, digitization and compliance.

The ideal candidate will have a Bachelor’s degree in a relevant field and at least 3 years of experience with electronic document systems, confidential handling, and

Qualifications

• Bachelor's degree required in Records/Information Management, Archives, Library Science, Business Administration, or related field.
• Minimum of 3 years in document control, records management, archiving, or information management.
• Experience with electronic document management systems, digital archives, or records-management platforms preferred.
• Knowledge of classification, retention, archiving, confidentiality, and records-management principles.
• Audits, inspections, accreditation, or compliance experience advantageous.
• Experience in government/public/education sector is a plus.
• Strong written and verbal communication in Arabic and English.

Responsibilities

• Coordinate organization, classification, indexing, filing, storage, retrieval and archiving of documents and records.
• Support policy, procedures, standards and guidelines for records management.
• Maintain accurate document registers, filing structures, archives and related docs.
• Manage lifecycle of physical and electronic records including retention and disposal.
• Ensure confidentiality, security and accessibility of records.
• Support digitization and electronic management of records and use of management systems.
• Monitor controls and identify gaps to improve information quality.
• Coordinate with SEA departments and Sharjah Government Nurseries for proper submission and retrieval of records.
• Provide documentation for audits, inspections and accreditation activities.
• Preserve important records and assist users in locating documents.
• Coordinate secure transfer and storage of records between departments and systems.

Skills

Document management principles

Classification and indexing

Lifecycle management

Information governance

Data privacy

Audit readiness

Arabic & English communication

Attention to detail

Analytical skills

Stakeholder coordination

Time management

Education

Bachelor's degree in Records Management, Information Management, Archives and Library Science, Business Administration, or related field

Tools

Electronic document management systems

Digital archives platforms

Job description

The Documents and Archives Management Unit Coordinator is responsible for coordinating the effective management, organization, control and maintenance of organizational documents and records across Sharjah Government Nurseries and Sharjah Education Academy. The role supports the implementation of document and records management practices to ensure information is accurately classified, securely maintained, easily retrievable and appropriately retained throughout its lifecycle. The Coordinator also contributes to information governance, confidentiality, digital transformation, compliance, audit readiness and the continuous improvement of document and archiving practices across the organization.

Primary Duties and Responsibilities

• Coordinate the organization classification indexing filing storage retrieval and archiving of organizational documents and records.
• Support the implementation and maintenance of document and records management policies, procedures, standards and guidelines.
• Maintain accurate and up-to-date document registers, filing structures, archive records and related documentation.
• Coordinate the lifecycle management of physical and electronic records including retention, transfer, archiving and approved disposal.
• Ensure documents and records are maintained in an accurate, consistent, secure and accessible manner.
• Support the digitization and electronic management of records and contribute to the effective use of document management systems and digital platforms.
• Monitor document-control practices and identify gaps or opportunities to improve records management accessibility and information quality.
• Coordinate with all SEA departments and Sharjah Government Nurseries to support the proper submission, classification, maintenance and retrieval of required documents and records.
• Support the availability of accurate documentation required for audits, inspections, accreditation activities, management reviews and other organizational requirements.
• Ensure appropriate confidentiality, privacy and access controls are maintained when handling sensitive organizational employee, child, parent and operational records.
• Support compliance with applicable organizational policies, legal and regulatory requirements and approved records-management practices.
• Conduct periodic reviews of documents and archives to ensure completeness, accuracy, appropriate classification and continued relevance.
• Support the identification and preservation of important permanent or historically significant organizational records.
• Assist users in locating and retrieving documents and provide guidance on appropriate document and records management practices.
• Coordinate the secure transfer and storage of records between departments, archives and approved electronic systems where required.
• Prepare periodic reports and updates relating to document management archiving activities, records status and identified improvement areas.
• Maintain appropriate controls to reduce duplication, loss, unauthorized access or improper handling of organizational records.
• Maintain professional confidentiality and integrity when handling organizational information and records.

Qualifications

• Bachelor s degree in Records Management, Information Management, Archives and Library Science, Business Administration, or a related field.
• Minimum of 3 years of relevant experience in document control, records management, archiving, information management, or a related area.
• Experience working with electronic document management systems, digital archives, or records-management platforms is preferred.
• Knowledge of document classification, retention, archiving, confidentiality, and records-management principles.
• Experience supporting audits, inspections, accreditation, or document-compliance requirements would be an advantage.
• Experience within the government, public, or education sector would be an advantage.
• Good written and verbal communication skills in both Arabic and English.

Skills

• Strong knowledge of document and records management principles, practices, and standards.
• Proficiency in document control, filing, classification, indexing, archiving, and records retrieval.
• Ability to manage physical and electronic records throughout their complete lifecycle.
• Knowledge of information governance, records retention, confidentiality, access controls, and data privacy principles.
• Ability to operate and effectively utilize electronic document management systems, digital archives, and related information-management platforms.
• Strong attention to detail and accuracy in reviewing, classifying, maintaining, and retrieving documents and records.
• Ability to identify gaps in document-control processes and recommend practical improvements.
• Strong planning, organization, prioritization, and time-management skills.
• Ability to prepare accurate reports, registers, records-status updates, and management information.
• Strong analytical and problem-solving skills with the ability to manage information systematically and efficiently.
• Ability to coordinate effectively with multiple departments, nurseries, and stakeholders to ensure consistent records-management practices.

Behavioural Competencies

• High level of integrity, professionalism, confidentiality, and discretion when handling sensitive organizational information and records.
• Strong communication and interpersonal skills, with the ability to interact effectively with stakeholders at different levels of the organization.
• Strong collaboration and teamwork skills, with the ability to work effectively across departments and organizational units.
• Excellent attention to detail, accuracy, and commitment to maintaining high-quality records and information.
• Strong organizational skills and the ability to manage multiple priorities and deadlines effectively.
• Commitment to compliance, information security, data privacy, and established records-management standards.
• Proactive approach to identifying opportunities for process improvement, digitization, and operational efficiency.
• Adaptability and willingness to learn and adopt new technologies, systems, and records-management practices.
• Strong service orientation and willingness to support users with document retrieval, classification, and records-management requirements.
• Results-oriented approach with a strong commitment to achieving organizational objectives and maintaining effective document and archive management.