Document Control Specialist

Job description

Twyford International is a joint venture with presence in West Africa and East Africa and is headquartered in China. Currently Twyford is the world’s biggest ceramic company and clean coal gasification system supplier. With 26 years continuous development, devoting on “limitless innovation and pursuit of better forever”, Twyford International has been the leading representative in the ceramic industry in the world. 

1. Position Overview

The Document Control Specialist is responsible for managing, archiving, and distributing company documents and records from all departments, including Sales, Transportation, Procurement, and others. This role requires a high level of confidentiality and responsibility, ensuring that all documents are accurate, complete, traceable, and securely maintained to support departmental operations.

2. Key Responsibilities

Document Archiving and Management

Classify, register, number, and archive documents, contracts, reports, drawings, and other materials from all departments.

Maintain both electronic and physical document management systems, ensuring version control, traceability, and easy retrieval.

Document Flow and Review

Ensure documents are circulated between departments according to company processes and access permissions.

Conduct preliminary review of document completeness and accuracy, coordinating with relevant departments as necessary.

Sensitive Information Management

Handle documents containing commercial secrets or sensitive information with strict confidentiality.

Control access to sensitive documents and provide information only according to job responsibilities.

Cross-Department Support

Assist Sales, Transportation, Procurement, and other departments in accessing required documents efficiently.

Participate in developing and improving document management processes to enhance cross-department collaboration.

Reporting and Compliance

Generate periodic document management reports to support management decisions.

Ensure document handling complies with company policies and applicable regulations.

3. Qualifications and Requirements

Education: Bachelor’s degree or above, preferably in Document Management, Administrative Management, Secretarial Studies, or related fields.

Work Experience: 1 to 3 years of experience in document or records management; experience handling cross-departmental documentation is a plus.

Skills:

Proficient in Microsoft Office and document management systems.

Familiar with document control processes, archiving standards, and version management.

High confidentiality awareness and strong sense of responsibility for handling sensitive information.

Excellent communication and cross-department coordination skills.

Detail-oriented and meticulous, ensuring document accuracy and integrity.

Other Requirements:

Strict compliance with company information security and confidentiality policies.

Ability to manage multiple tasks and meet deadlines.

NB: Kindly send all your applications to:zambia-recruitment@twyfordtile.com

All qualified applicants will receive consideration for employment without regard to race, color, religion, national origin or age.”

NOTE: Twyford International Zambia does not charge any fees at any stage of the recruitment process. If you are asked to make a payment, please report the incident immediately to our Human Resource Department.