TWYFORD INTERNATIONAL (Tanzania) is seeking an Archives Specialist to join their team in Chalinze, Pwani Region, Tanzania. This is a full-time, on-site position.

Responsibilities

Records and Document Control: Maintain the General Manager’s Office archives. Manage the classification, filing, and retrieval of documents transferred from the Finance, Warehouse, Technical, and Finished Goods departments—including company licenses and certificates, official correspondence with government agencies, warehouse shipping documents, invoices, and reimbursement vouchers. Maintain an archive index and ensure that sensitive documents are stored and accessed in accordance with authorization protocols. Handle daily production data entry for the K1 and K2 production lines; assist the Quality Department in consolidating and verifying data, as well as preparing, submitting, and archiving relevant reports.

Expenses and Utility Bills: Verify payment and reimbursement documentation within the assigned scope; submit and track applications via the OA (Office Automation) system. Review utility bills for the factory site and electricity bills for three off-site pumping stations; report any discrepancies, update the ledger, and archive payment vouchers.

Licenses, Certificates, and Business Affairs: Maintain a ledger of licenses and certificates, monitor their validity periods, and provide timely reminders to the responsible parties. Manage routine applications and renewals, while documenting requests for additional materials, processing outcomes, and pending matters requiring coordination.

Business Reception: Independently coordinate routine visits—confirming guest lists and itineraries, arranging access at the security gate, booking meeting rooms, and organizing accompanying staff. Provide on-site English communication support and follow up on action items after meetings.

Required Qualifications

Bachelor’s degree or higher in Administrative Management, Business Management, Records Management, or a related field.

At least 2 years of experience in administration, business support, or document control. Preference will be given to candidates with experience in production or quality reporting, expense reconciliation, or business reception.

Proficient in Excel and Word; capable of accurately entering production data, independently compiling and verifying data, preparing reports based on templates, and maintaining records, licenses/certificates, and expense ledgers.

Able to communicate effectively in both English and Swahili. Must be capable of independently drafting visit confirmation emails in English, organizing reception itineraries, and facilitating on-site communication. Proficiency in Chinese is an advantage.

Detail-oriented with a strong sense of confidentiality; able to independently coordinate routine tasks, follow up on the status of pending matters, and provide timely feedback regarding any issues or irregularities and Must be able to work on-site at the Chalinze factory.

• Maintain the General Manager’s Office archives.
• Manage the classification, filing, and retrieval of documents transferred from the Finance, Warehouse, Technical, and Finished Goods departments—including company licenses and certificates, official correspondence with government agencies, warehouse shipping documents, invoices, and reimbursement vouchers.
• Maintain an archive index and ensure that sensitive documents are stored and accessed in accordance with authorization protocols.
• Handle daily production data entry for the K1 and K2 production lines; assist the Quality Department in consolidating and verifying data, as well as preparing, submitting, and archiving relevant reports.
• Verify payment and reimbursement documentation within the assigned scope; submit and track applications via the OA (Office Automation) system.
• Review utility bills for the factory site and electricity bills for three off-site pumping stations; report any discrepancies, update the ledger, and archive payment vouchers.
• Maintain a ledger of licenses and certificates, monitor their validity periods, and provide timely reminders to the responsible parties.
• Manage routine applications and renewals, while documenting requests for additional materials, processing outcomes, and pending matters requiring coordination.
• Independently coordinate routine visits—confirming guest lists and itineraries, arranging access at the security gate, booking meeting rooms, and organizing accompanying staff.
• Provide on-site English communication support and follow up on action items after meetings.

• Proficient in Excel and Word
• Accurately entering production data
• Independently compiling and verifying data
• Preparing reports based on templates
• Maintaining records, licenses/certificates, and expense ledgers
• Communicate effectively in both English and Swahili
• Independently drafting visit confirmation emails in English
• Organizing reception itineraries
• Facilitating on-site communication
• Detail-oriented
• Strong sense of confidentiality
• Independently coordinate routine tasks
• Follow up on the status of pending matters
• Provide timely feedback regarding any issues or irregularities

• Bachelor’s degree or higher in Administrative Management, Business Management, Records Management, or a related field.
• At least 2 years of experience in administration, business support, or document control.
• Preference will be given to candidates with experience in production or quality reporting, expense reconciliation, or business reception.
• Proficiency in Chinese is an advantage.