Documentation and Archive Officer

Job Summary

CNS Group is seeking a detail-oriented and highly organised Documentation and Archive Officer for a leading Oil and Gas company in Dar es Salaam. The role is responsible for spearheading the company's archiving and records management system, ensuring all documents are properly received, coded, classified, and preserved to minimise operational losses due to damaged or missing records. The ideal candidate should possess strong records management skills, a high level of confidentiality and integrity, and the ability to collaborate effectively across multiple departments in a dynamic operational environment.

Key Responsibilities

• Receive all incoming documents, ensure they are registered, and distribute them to the respective departments and sections in a timely and organised manner.
• Receive and review documents from all departments for permanent preservation, registering, classifying, and completing all records transfer forms accurately.
• Create and maintain files containing all records for each year, assisting in the storage and management of records, data, and information to ensure fast and real-time retrieval when required.
• Process new archive materials and maintain accurate records of all documents received, stored, issued, returned, and filed in accordance with the company's manual and electronic archiving systems.
• Convert hard copy documents into electronic format for ease of retrieval, while maintaining physical hard copy archives for reference and evidence purposes.
• Organise and maintain appropriate shelving arrangements, ensuring good document handling practices and full adherence to data protection and confidentiality requirements.
• Manage documents and records for archive users, overseeing the retention and disposal process of records in compliance with company policies and applicable regulations.
• Organise archive records and develop classification systems to facilitate easy and efficient access to all archival materials across departments.
• Collaborate with the Department Head and IT section to implement and maintain an efficient document storage system for seamless retrieval of archived records.
• Support the audit process by providing all required archived documents upon request accurately and within the required timeframes.
• Safeguard workplace records by verifying information before any exposure or disposal, maintaining the highest standards of confidentiality and data integrity at all times.
• Support the development and periodic review of records management policies and procedure manuals in alignment with company operational standards.

Qualifications & Requirements

• Diploma in Records Management, Information Management, or a related field is preferred.
• Fresh graduate record officers or candidates with a minimum of 3 years of related records management work experience are encouraged to apply.
• Proficiency in using various software and hardware tools including databases, spreadsheets, scanners, and document management systems is preferred.
• Familiarity with different types of records formats including paper, electronic, microfilm, and optical is preferred.
• Strong analytical skills with the ability to ensure records are reliable, relevant, complete, and properly classified is recommended.
• Ability to understand and apply laws and regulations governing records creation, retention, disposition, and disclosure is recommended.
• Excellent organisational skills with the ability to ensure records are accessible, secure, and compliant at all times is recommended.
• Ability to develop collaborative relationships and coordinate records management activities across multiple departments is recommended.
• Fluency in English and local language is preferred.
• Meticulous attention to detail with a professional, confident, and proactive attitude is recommended.
• The highest level of confidentiality and integrity in handling all company records and sensitive information is recommended.

Deadline

24th June 2026