KASWAGA CHARLES KASWAGA
Document Controller & Administration
Kagera
Summary
Kaswaga is a holder of CPD-Certified of Document Control from principles to practice from Alison University, Also he possess Bachelor Degree in Agricultural and natural resources, economics and business (BSc,Aneb) from University of Dares Salaam, Professional with more than 6 year experience in working as Senior Document Control and administrative specialist in Engineering International companies in Tanzania, with self-motivated professional, enjoying being part of, or leading a successful and productive team. He can work well on own initiative and can demonstrate the high levels of motivation required to meet the tightest of deadlines. Also, he possesses good interpersonal skills, ability to perform effectively and communicate concisely and articulately to the team members or colleagues even under significant pressure.
Overview
8
8
years of professional experience
2
2
Languages
Work History
Senior Document Controller
China Petroleum Pipeline Engineering Co.Ltd
Muleba, Kagera
06.2024 - Current
- Developing and maintaining a document control system that tracks project documentation, ensuring accurate and efficient retrieval.
- Maintaining a centralized repository for all project related documents, including drawings, specifications, contracts, and correspondence.
- Implementing and monitoring version control for all project documents to avoid discrepancies.
- Ensuring that all documentation complies with industry standards, regulatory requirements, and contractual obligations. Performing regular audits and reviews of documents to verify their accuracy, completeness, and adherence to quality standards.
- Coordinating with project managers, engineers, contractors, and other stakeholders to ensure timely distribution and receipt of documents.
- Acting as a liaison between different departments to facilitate the flow of information and documentation.
- Maintaining accurate records of document revisions, approvals, and distribution.
- Implementing security measures to protect sensitive and confidential information.
- Controlling access to documents and ensure that only authorized personnel have access to specific information.
- East African Crude Oil Pipeline Project (EACOP)
Document Management Specialist
Tanpal Construction Co.Ltd
Arusha
03.2021 - 04.2024
- Maintaining and organizing all project documents and records.
- Setting up and managing the document control system for the project.
- Distributing documents to relevant stakeholders in a timely manner.
- Tracking and controlling document revisions to ensure version accuracy.
- Ensuring compliance with quality standards and documentation procedures.
- Protecting and controlling access to confidential documents.
- Coordinating with project teams to ensure timely document submission and approvals.
- Preparing and submitting regular reports on document status and control activities.
Administrative Assistant
JVK Innovation Company Ltd
Morogoro
03.2020 - 06.2020
- Maintaining an organizing and professional workplace environment.
- Managing and maintaining office records, documents, and databases for easy access and retrieval.
- Ensuring that all records are accurate, up-to-date, and comply with organizational policies.
- Serving as a point of contact between management and employees, facilitating communication.
- Supporting staff by addressing administrative queries and coordinating schedules and meetings.
- Overseeing the procurement of office supplies, equipment, and services while managing budgets.
- Ensuring inventory levels are adequate and vendors meet delivery and quality expectations.
- Enforcing organizational policies and procedures within the office.
- Ensuring compliance with legal, safety, and company-specific regulations.
- Managing administrative budgets, including expense tracking and cost control.
- Preparing financial reports, process invoices, and ensure timely payments.
- Organizing and schedule meetings, events, and travel arrangements for staff and executives.
- Ensuring proper documentation and distribution of meeting minutes and action items.
- Milling Project
Document Controller/Administration
Nsangano Goldmine Project (NGMP)
Nyarugusu, Geita
07.2018 - 02.2020
- Ensuring all technical, legal, and operational documents (e.g., safety reports, permits, drawings, and correspondence) are correctly received, registered, filed, and maintained in both digital and hard copy formats.
- Maintaining up-to-date documentation systems that comply with mining regulations, ISO standards, and internal procedures for audits and inspections.
- Acting as a communication bridge between departments (e.g., geology, safety, operations) by distributing and tracking documents efficiently to ensure workflow continuity.
- Providing general administrative assistance, such as scheduling meetings, preparing reports, handling correspondence, and supporting HR or procurement tasks when needed.
- Tracking and manage document versions and revisions to avoid the use of outdated or incorrect documents on-site, especially for safety-critical procedures and technical drawings.
- Ensuring that sensitive and classified documents (e.g., contracts, personnel records, project plans) are securely stored and accessed only by authorized personnel.
- Organizing proper archiving of old or completed project documents according to retention policies, ensuring they are accessible for future reference or legal purposes.
Education
CPD- Certified Document Control from Principle to Practice - undefined
Alison University
12.2024
Bachelor of Science - Agricultural and Natural Resources Economics and Business
University of Dar Es Salaam
12.2018
Advanced Certificate of Secondary Education - undefined
Longido High School
12.2015
Skills
- MS-Excel
- EDMS
- SPSS
- STATA
- ACONEX
- Share-Point
- Research writing
- Data analysis
- Team mobilization
- Organizing
- Planning
- Problem-solving
Accomplishments
Since 2017, I have been a dedicated research writer with over 11 published research papers, which can be accessed via the following link: https://independent.academia.edu/KaswagaCharles2
References
- ALEX JOHN NTAMATUNGIRO, SENIOR SCIENTIFIC RESEARCHER, IFAKARA HEALTH INSTITUTE, P.O BOX 78373, DAR ES SALAAM, alex.ntamatungiro@ihi.org
- BRANDO NDABATEZE, STAKEHOLDER ENGAGEMENT COORDINATOR, EAST AFRICAN CRUDE OIL PIPELINE PROJECT, P.O BOX 34867, DARESSALAAM, brando.ndabateze@eacop.com
- LAWRENCE E FUTE, SENIOR CIVIL ENGINEER (QA/QC), TBEA COMPANY LTD, P.O BOX 3210, DAR ES SALAAM, lawrencefute@gmail.com
Languages
English
Upper intermediate (B2)
Swahili
Bilingual or Proficient (C2)
Quote
Judge a man by his questions rather than his answers.
Voltaire
Timeline
Senior Document Controller
China Petroleum Pipeline Engineering Co.Ltd
06.2024 - Current
Document Management Specialist
Tanpal Construction Co.Ltd
03.2021 - 04.2024
Administrative Assistant
JVK Innovation Company Ltd
03.2020 - 06.2020
Document Controller/Administration
Nsangano Goldmine Project (NGMP)
07.2018 - 02.2020
Advanced Certificate of Secondary Education - undefined
Longido High School
Bachelor of Science - Agricultural and Natural Resources Economics and Business
University of Dar Es Salaam
CPD- Certified Document Control from Principle to Practice - undefined
Alison University