Archives Specialist

About the role

The Archives Specialist will design, implement and maintain a comprehensive document management system for the organisation. This role ensures that all administrative, quality, technical and legal records are accurately controlled, securely stored and readily retrievable, supporting audits and digital transformation initiatives.

Key responsibilities

• Design and continuously improve a unified document management framework, including numbering rules, format templates and classification schemes.
• Develop and maintain a Document Management SOP that defines roles, workflows and approval processes.
• Collect, review, classify and archive incoming and outgoing documents across all business areas.
• Manage distribution, retrieval and loan of documents, ensuring timely return and proper handling.
• Process document change requests, revisions and withdrawals in line with established procedures.
• Implement strict version control, remove obsolete documents and conduct periodic document audits.
• Maintain a master document register tracking revision history for every record.
• Train employees on document control procedures and monitor organisation‑wide compliance.

Required profile

• Proven experience in document control, records management or a related administrative function.
• Familiarity with quality management systems and audit support.
• Strong attention to detail and ability to enforce standardised procedures.
• Excellent organisational skills and the capacity to manage large volumes of physical and electronic records.
• Effective communication skills for training staff and coordinating with multiple departments.

Required skills