Documents and Graduation Certificates Officer

University of Khorfakkan; United Arab Emirates; On-site; AED 60,000 - 80,000; Full time

Job summary

A university in the UAE is looking for an experienced individual to support document management and graduation processes. The role involves ensuring compliance with institutional regulations, processing graduation applications, and maintaining accurate student records. Ideal candidates should have a bachelor's degree in a relevant field and proficiency in Arabic and English. This position offers the opportunity to enhance service quality while ensuring data security and confidentiality.

Qualifications

• Proficiency in Arabic and English, both spoken and written.
• 1–2 years of experience in document management or administrative roles.
• Experience handling official documents and compliance is preferred.

Responsibilities

• Assist in collecting, organizing, and securely storing student documents.
• Process graduation applications and verify eligibility.
• Ensure compliance with university and UAE regulations.

Skills

Communication

Attention to Detail

Problem-Solving

Teamwork

Customer Service

Education

Bachelor’s degree in Business Administration, Public Administration, Education, or related field

Tools

Document Management Software

Data Entry

Job description

Education

• Bachelor’s degree in Business Administration, Public Administration, Education, or a related field.
• Proficiency in Arabic and English (spoken and written).

Experience

• At least 1–2 years of experience in document management, academic records, or administrative roles within a university or educational institution.
• Experience handling official documents, certificates, and compliance with institutional and regulatory requirements is preferred.

Document Management

• Assist in collecting, organizing, and securely storing student documents and graduation certificates.
• Maintain accurate and up-to-date records for easy access.
• Follow confidentiality and data security regulations.
• Archive records as required for long-term storage.

Graduation Process Support

• Assist in processing graduation applications and verifying eligibility.
• Update graduation status in the student information system.
• Prepare and issue graduation certificates, ensuring accuracy.
• Resolve issues with certificates promptly.

Compliance & Audit Support

• Ensure processes follow university and UAE regulations.
• Prepare documents for internal and external audits.
• Support accreditation requirements with compliance.
• Report regularly on document and certificate status.

Customer Service

• Respond to student and staff inquiries about documents and certificates.
• Provide guidance on graduation requirements.
• Assist with document requests promptly.
• Organize help sessions regarding document-related inquiries.

Process Improvement

• Identify ways to improve document and certificate management.
• Update procedures and manuals.
• Plan and support staff projects for new processes.
• Use feedback to enhance service quality.

Other Duties

• Undertake additional responsibilities and special projects as assigned by management.

Soft Skills

• Communication: Clearly explains document and graduation processes.
• Attention to Detail: Ensures accuracy in all documents and certificates.
• Problem-Solving: Quickly resolves issues with documents or certificates.
• Teamwork: Works well with colleagues and departments.
• Customer Service: Provides helpful assistance to students and staff at all times.

Technical Skills

• Document Management: Uses software to manage and retrieve documents securely.
• Data Entry: Accurately enters and updates student graduation data.
• Report Writing: Prepares clear reports on document and certificate status.
• Policy Knowledge: Applies university and UAE regulations.
• Process Documentation: Maintains updated guides for procedures.

Behavioural Competencies

• Integrity: Acts honestly with confidential documents and certificates.
• Accountability: Takes responsibility for document accuracy and security.
• Resilience: Remains calm and effective under pressure or deadlines.
• Empathy: Responds to student concerns with care.
• Professionalism: Maintains a respectful and responsible attitude at all times.

Technical Competencies

• Regulatory Compliance: Ensures all processes meet legal and accreditation standards.
• Quality Assurance: Monitors and improves document and certificate management.
• Stakeholder Engagement: Builds strong relationships with partners and departments.