Archive and Document Control Officer

Archive and Document Control Officer at Amaiden Energy Nigeria Limited

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Sep 29, 2026, 11:06 AM

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Amaiden Energy Nigeria Limited (formerly Moody International Nigeria Limited) was established in 1996 as a partnership between Moody International Group and Nigerian investors. Since commencing operations in March 1997 the company continues to grow and exerts its presence in numerous Projects in the Nigeria Oil and Gas Industry.

We are recruiting to fill the position below:

Job Title: Archive and Document Control Officer

Location: Lagos

Job Summary

The position supports the smooth flow of controlled information across the organization by maintaining accurate physical and electronic archives and ensuring that documents are properly registered, distributed, updated, retained, and disposed of in line with approved procedures.

The role ensures that documents are properly classified, securely maintained, easily retrievable, and managed in accordance with company procedures, document control standards, confidentiality requirements, and applicable regulatory requirements.

The Archive and Document Control Officer is responsible for the effective management, organization, storage, retrieval, tracking, and preservation of company documents and records.

Key Accountabilities

• Document Control and Registration:
• Track the movement and status of controlled documents across relevant departments.
• Receive, register, classify, and maintain incoming and outgoing documents in accordance with established procedures.
• Ensure documents are properly identified, numbered, dated, version-controlled, and filed.
• Monitor document revisions and ensure that obsolete or superseded documents are appropriately withdrawn from circulation.
• Maintain accurate document registers, logs, indexes, and tracking systems.
• Ensure that only approved and current versions of documents are available for use.
• Archive and Records Management:
• Support the transfer of inactive records from operational files to designated archive locations.
• Maintain organized physical and electronic archives for company records.
• Catalogue archived documents and maintain accurate archive inventories.
• Develop and maintain an effective filing and classification system for easy identification and retrieval of records.
• Ensure records are stored in appropriate locations and protected against loss, damage, unauthorized access, or deterioration.
• Periodically review archived records to ensure proper classification, completeness, and accessibility.
• Document Retrieval and Distribution:
• Maintain records of documents issued, borrowed, transferred, or returned.
• Follow up on outstanding documents and ensure timely return or acknowledgement where applicable.
• Retrieve requested documents and records promptly and accurately.
• Respond to document and records retrieval requests from authorized employees, management, auditors, and other relevant stakeholders.
• Distribute controlled documents to authorized personnel and departments.
• Electronic Document Management:
• Scan and digitize physical records where required.
• Maintain appropriate access controls for confidential and sensitive documents.
• Maintain electronic document repositories and shared folders in accordance with approved structures.
• Support data integrity and prevent duplication, unauthorized alteration, or accidental deletion of records.
• Ensure electronic records are correctly named, indexed, classified, and stored.
• Assist with migration of documents between document management systems where required.
• Records Retention and Disposal:
• Ensure disposal of confidential records is carried out securely and with the required authorization.
• Maintain appropriate records and evidence of approved document disposal.
• Prepare records for disposal in accordance with company policy and applicable legal or regulatory requirements.
• Maintain and apply the organization's records retention schedule.
• Identify records that have reached their approved retention period.
• Compliance and Quality Assurance:
• Report instances of missing, damaged, unauthorized, or improperly controlled documents to the appropriate supervisor.
• Ensure document and archive activities comply with company policies, procedures, and applicable regulatory requirements.
• Support internal and external audits by providing requested records and documentation.
• Conduct periodic checks to identify missing, misclassified, duplicated, or incorrectly archived documents.
• Maintain confidentiality and integrity of sensitive company information.
• Reporting and Administration:
• Provide administrative support relating to records and document management.
• Prepare periodic reports on document control and archive activities.
• Participate in the development and improvement of document control and archiving procedures.
• Support departmental projects involving document indexing, scanning, archiving, and records clean-up.
• Maintain statistics on document receipt, distribution, retrieval, archiving, and disposal.
• Job Requirement
• Experience in an oil & gas, engineering, construction, consulting, or other document-intensive environment is an advantage.
• Professional certification in records management, document control, information management, or a related field is an advantage.
• Minimum of 2–5 years' relevant experience in document control, records management, archives, administration, or information management.
• Bachelor's Degree or HND in Information Management, Library and Information Science, Records Management, Business Administration, Office Administration, or a related discipline.
• How To Apply
• Interested and qualified candidates should:
• Click here to apply online
• Application Deadline:
• 10th October, 2026.
• View all Jobs in Nigeria
• Lagos State