Process and Documentation Specialist

Purpose of the Role :-

The Process and Documentation Specialist is responsible for creating, standardising, and maintaining internal operating procedures (SOPs), workflows, and knowledge resources to support legal and administrative functions.

The role supports cross-functional teams by translating process knowledge into clear documentation that enables consistency, training, and compliance. This is a foundational role reporting to the Director and plays a key part in institutionalising operational knowledge and scaling service delivery.

Responsibilities and Duties :-

SOP Development:

Document, format, and publish standard operating procedures for recurring tasks across legal, case preparation, HR, and finance teams.

Process Mapping:

Collaborate with team leads and subject matter experts to understand workflows, dependencies, and quality standards. Translate this into accurate process maps, flowcharts, and step-by-step guides.

Version Control & Updates:

Maintain central repositories of documentation using approved templates. Ensure version control, timely updates, and visibility across teams.

Training Support:

Prepare onboarding and training materials aligned with documented processes. Support team leads in delivering process training for new hires.

Process Review:

Conduct periodic reviews to identify gaps, redundancies, or outdated steps. Recommend improvements in consultation with operational leaders.

Compliance Alignment:

Ensure all documented processes reflect current internal policies and external compliance obligations (e.g., confidentiality, audit readiness, professional standards).

Stakeholder Coordination:

Work with the Director, Executives, and Stakeholders to align documentation practices with business objectives and legal standards.

Additional Duties:

Undertake other responsibilities as assigned to support internal operations and governance

practices.

Key Deliverables:-

. Published SOPs for all key workflows (visa preparation, HR, legal drafting, admin)

. Visual process maps and operational flowcharts for team use

. Internal knowledge base that is accessible, well-structured, and current

. Structured onboarding resources and process guides for new team members

. Timely version tracking and documentation updates aligned with changes in practice

Compliance and Confidentiality

. All documentation must adhere to internal confidentiality and data protection policies

. Use of approved tools and platforms (e.g., Google Workspace, shared drives, SOP templates)

is mandatory.

. Drafts and procedural documents may be subject to review and approval by senior team

members or legal leads where applicable