Archives Specialist

About the role

The Archives Specialist maintains the General Manager's Office archives and supports administrative, financial and reception tasks at the Chalinze factory. The role covers document control, expense verification, license management and business reception, and requires on-site presence.

Key responsibilities

• Maintain the General Manager's Office archives, including company licenses and certificates, official government correspondence, shipping documents, invoices and reimbursement vouchers
• Manage classification, filing and retrieval of documents, maintain an archive index and follow authorization protocols for sensitive documents
• Enter daily production data for the K1 and K2 lines, help the Quality Department verify data and prepare, submit and archive reports
• Verify payment and reimbursement documents, review factory and off-site utility bills, report discrepancies, update the ledger and archive vouchers
• Keep a ledger of licenses and certificates, monitor validity dates, manage renewals and record requests, outcomes and pending matters
• Coordinate routine visits, confirm guest lists and itineraries, arrange access and meeting rooms, provide on-site English communication support and follow up on action items

Required profile

• 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; production, quality reporting, expense reconciliation or business reception experience preferred
• Fluent English and Swahili, able to draft visit confirmations and organize itineraries independently; Chinese is an advantage
• Detail-oriented, confidential and able to work on-site at the Chalinze factory

Required skills

• Proficient in Excel and Word
• Able to enter production data, compile and verify data, prepare reports from templates and maintain ledgers