Job Title: Archives Specialist

Location: Uganda

Reports to:Administration Manager

Employment Type: Full-time

Role Purpose

The Archives Specialist is responsible for establishing and maintaining a comprehensive document management system across the organisation. This role develops and implements standardized document control procedures, including numbering rules, format templates, and classification systems. The Archives Specialist manages the entire lifecycle of all documents – administrative files, quality system documents, technical specifications, engineering drawings, and other corporate records – ensuring accurate version control, proper distribution, secure storage, and timely retrieval. This position plays a critical role in supporting internal and external audits, driving digital transformation, and safeguarding the company’s intellectual property and confidential information.

Key Responsibilities

1. Document Control System Establishment

• Design, implement, and continuously improve a unified document management framework, including:
• Standardized document numbering rules and coding conventions.
• Uniform format templates for various document types (policies, procedures, work instructions, forms, technical drawings, etc.).
• Clear classification and categorization systems for both physical and electronic records.
• Develop and maintain a Document Management Procedure (SOP) that defines roles, responsibilities, workflows, and approval processes.
• Train employees on document control procedures and ensure organization-wide compliance.

2. Daily Document Management & Workflow

• Collect, review, classify, and archive all incoming and outgoing documents, including:
• Administrative documents (memos, policies, meeting minutes, correspondence).
• Quality management system documents (manuals, procedures, work instructions, forms).
• Technical documents (engineering drawings, specifications, test reports).
• Contracts, agreements, and legal records.
• Manage the distribution of documents to relevant departments and personnel.
• Control the retrieval and loan of documents, ensuring timely return and proper handling.
• Process document change requests, revisions, and withdrawals in accordance with established procedures.
• Ensure all documents are properly stored, with clear status indicators (draft, approved, obsolete, etc.).

3. Version Control & Accuracy

• Implement and enforce strict version control protocols to ensure that only the latest approved versions are in use across the organization.
• Clearly identify, segregate, and remove obsolete or superseded documents from active circulation.
• Conduct periodic document audits to verify that all active documents are current and properly maintained.
• Ensure that all document changes are approved by authorized personnel before release.
• Maintain a master document register that tracks the complete revision history of every document.

4. Document Register & Retrieval System

• Establish and maintain a comprehensive document register (both electronic and physical) that enables:
• Full traceability of every document from creation to disposition.
• Quick and efficient retrieval using searchable indexing (keywords, document numbers, dates, departments).
• Clear audit trails of document access, distribution, and revisions.
• Organize physical archives with logical filing systems, proper labelling, and secure storage facilities.
• Digitize physical documents and integrate them into the electronic document management system (EDMS).

5. Audit Support & Compliance

• Support internal and external audits (customers, certification bodies, regulatory agencies) by:
• Rapidly retrieving requested documents and records.
• Providing accurate documentation trails and evidence of compliance.
• Tracking audit findings related to documentation and implementing corrective actions.
• Ensure all documentation practices comply with relevant standards (e.g., ISO 9001, ISO 14001, etc.) and regulatory requirements.
• Maintain document control records in accordance with legal retention requirements.

6. Digital Transformation & Data Security

• Lead the conversion of paper-based documents to electronic formats to improve accessibility and efficiency.
• Manage the company’s electronic document management system (EDMS), including system configuration, user access, and ongoing maintenance.
• Implement and enforce document access controls, ensuring role-based permissions to protect confidential and proprietary information.
• Regularly back up all electronic documents and ensure data integrity and disaster recovery readiness.
• Ensure the security of both physical and electronic archives against unauthorised access, loss, or damage.

7. Continuous Improvement

• Regularly review and optimize document control processes to enhance efficiency and user experience.
• Identify opportunities for automation and digitization to reduce manual work and errors.
• Monitor user feedback and address any issues or bottlenecks in the document management workflow.
• Stay updated on best practices in records management and document control.

Qualifications & Experience

Education:

• Bachelor’s degree or above in Library Science, Information Management, Business Administration, Quality Management, or a related field.
• Professional certification in records management or document control (e.g., Certified Records Manager) is an advantage.

Experience:

• Minimum 1–3 years of experience in document control, records management, or archiving.
• Experience in a manufacturing, construction, or engineering environment is highly desirable.
• Familiarity with ISO 9001 or other quality management system standards is a strong advantage.

Language Requirement (Mandatory):

• Fluent in English (spoken and written) – must be able to draft procedures, maintain records, and communicate effectively with all departments.

Technical Skills:

• Strong proficiency in Microsoft Office Suite, especially:
• Word: Advanced formatting, template creation, and document styling.
• Excel: Maintaining and managing document registers, filtering, sorting, and using formulas for tracking.
• Experience with electronic document management systems (EDMS) is highly desirable.
• Understanding of document classification, indexing, and retrieval methodologies.
• Basic understanding of information security principles (access controls, data backup, confidentiality).

Soft Skills (Essential):

• Extreme attention to detail and patience – able to handle large volumes of documents with zero-error accuracy, even in repetitive tasks.
• Strong sense of principle and integrity – able to enforce compliance and say “no” to non-compliant requests (e.g., retroactive approvals, unauthorized access), even when facing pressure from senior colleagues.
• Exceptional logical and organizational skills – capable of structuring and categorizing large volumes of historical and chaotic data into clear, logical systems.
• Methodical and systematic approach to work.
• Strong communication and interpersonal skills to train employees and coordinate across departments.
• Problem-solving mindset with the ability to improve processes.
• Resilience and emotional stability to handle repetitive and detail-intensive tasks without loss of focus.

Other Requirements:

• Valid driving permit (for occasional transport of documents between sites) is an advantage.
• Willingness to work in a factory/industrial environment.
• Prior work experience in Uganda is desirable.

What We Offer

• Competitive salary and benefits package.
• Opportunity to build and shape the document control system from the ground up.
• Professional development and training opportunities.
• A supportive and structured work environment.
• Career advancement opportunities within the organization.

How to Apply

Interested candidates should send their CV and a cover letter to [jobs-ug@twyfordtile.com] with the subject line “Archives Specialist – Uganda”. Applications will be reviewed on a rolling basis.

We are an equal opportunity employer. All qualified candidates are encouraged to apply.