Manager: Technology Documentation & Configuration Control

The Manager: Technology Documentation & Configuration Control role is responsible for establishing, owning and enforcing a single, governed documentation framework across the Technology function. The position defines and maintains the standards for document numbering, naming, metadata, taxonomy, folder structure, version control and the controlled template library, and operates the document review, approval and sign-off workflow end to end.

The role acts as custodian of a central, audit-ready source of truth and drives document quality and adherence to standards across all Technology functions.

Moving the organisation away from locally stored, ungoverned documents, the role ensures that organisational knowledge is properly captured, controlled, discoverable and harnessed. Working in close partnership with the Knowledge Management function, the incumbent contributes to operational excellence, audit readiness and continuous improvement across the technology environment, supporting broader business objectives and reliable IT operations.

KEY PERFORMANCE AREAS

Strategy Development and Implementation

• Develop and own the documentation and configuration-control strategy, framework and policy for the Technology function, ensuring alignment with organisational standards and audit requirements.

• Define enterprise standards for document numbering, naming conventions, metadata, taxonomy and folder/repository structure.

• Define the document lifecycle and version-control standards (draft, review, approved, published, retired/archived), including retention rules.

• Establish and own the controlled template library and house style across Technology.

• Translate business and governance expectations into documentation SLAs and develop, measure and monitor these SLAs to ensure standards are met and exceeded.

Operational Delivery

• Act as custodian of the central documentation repository as the single source of truth across Technology.

• Administer and govern documentation across SharePoint/M365, PDF and emerging toolsets such as Jira, including metadata, retention labels and automated approval flows.

• Define and operate the document review, approval and sign-off workflow end to end, including routing, tracking and an auditable approval trail.

• Drive document quality assurance by reviewing documents for adherence to standards and gate non-compliant documents before publication.

• Onboard, train and support document owners and authors across Technology on standards, templates and tools.

• Maintain a documentation register/index with full visibility of current, in-review, approved and retired documents.

• Migrate and rationalise legacy, locally held documents into the governed structure.

• Ensure documentation is discoverable and retrievable, partnering closely with the Knowledge Management function to enable knowledge reuse.

• Develop and maintain an effective business continuity and backup approach for the documentation repository.

Governance

Operational, Tactical and Strategic Meetings

• Develop and own the governance framework and standards forum for Technology documentation.

• Run periodic documentation compliance reviews and audits and report adherence levels across functions and business units.

• Participate and provide standards input in relevant governance and operations forums.

Escalations

• Own the escalation path for non-compliance, sign-off bottlenecks and document-quality issues.

• Escalate gaps that create audit, compliance or operational exposure.

Performance

• Monitor compliance, quality, adoption and sign-off cycle times against documentation SLAs.

• Communicate performance deviations effectively across established governance and escalation channels.

Reporting

• Build and own dashboards and periodic reports on documentation health, compliance and quality across Technology.

• Report progress to the General Manager: Technical Service Delivery and relevant governance forums, and on an ad-hoc basis as required.

JOB REQUIREMENTS

Education

• Four-year degree in Information Management, Information Science, Information Technology, Computer Science, Engineering or a related discipline.

• Records/Information Management certification (e.g., ISO 15489) advantageous.

• ITIL Foundation certification advantageous.

• Microsoft SharePoint/M365 records or content management certification advantageous.

Experience

• Minimum of 5–7 years of experience in document management, records management, document control, configuration control or information governance.

• Minimum of 3 years of experience in a technology, financial services or other regulated/audited environment.

• Proven track record of designing and implementing document frameworks, taxonomies, templates and approval workflows.

• Strong hands-on SharePoint/M365 document management experience; exposure to PDF control and tools such as Jira.

• Experience operating across multiple functions, cultures and geographies.

• Entrepreneurial spirit, self-driven and ability to work with a fast-paced team.

• Pan-African and multicultural experience is advantageous.

Functional Knowledge

• Document and records management standards and lifecycle.

• Document configuration and version control.

• Information taxonomy, metadata and classification.

• SharePoint/M365 document governance (libraries, metadata, retention and approval flows).

• Document workflow automation.

• Template design and document quality assurance.

• Audit, compliance and governance frameworks.

• Knowledge management principles.

• IT service frameworks and IT operations best practices.

Skills

• Attention to Detail and Quality Orientation.

• Analytics and Interpretation.

• Stakeholder Management and Influencing.

• Decision Making.

• Conflict Management.

• Negotiation.

• Organisational Agility.

• Digital Mindset.

• Dealing with Ambiguity and Complexity.

• Project Management.

• Communication and Training.

Behavioural Qualities

• Adaptable.

• Complete Candour.

• Culturally Aware.

• Emotional Maturity.

• Integrity.

• Leadership.

• Team Player.

Authorities

As per organisational Delegation of Authority (DOA).

Authorised to define and enforce documentation and configuration-control standards across the Technology function, including the right to reject non-compliant documents and mandate the use of approved templates, numbering/naming conventions and approval workflows.

Collaboration

Key External Stakeholders

• External contractors, vendors and partners.

• Auditors and assurance providers.

Key Internal Stakeholders

• General Manager: Technical Service Delivery.

• Knowledge Management function.

• All Technology functions and document owners.

• Support functions (Audit, Risk, Compliance, Information Security).

• Technology teams and business units as required.