Job Purpose

Primarily be responsible for planning and coordinating Records Management & Archives Administration procedures, policies, systems and devising ways to streamline Archiving processes. Goal is to ensure all Archives support activities are carried out efficiently and effectively.

Key responsibilities

Governance

• Compliance with all statutory & regulatory requirements.
• Satisfactory Audit ratings & Closure of All audit issues.
• Identification of Risks and sign off of the Risk Register and monitoring to ensure closure/Mitigation actions are updated.
• Support in reviewing and filing of department monthly RCSA (Risk control self-assessment).
• Has overall responsibility for setting appropriate records management policies and procedures.
• Monitors, measures, and reports on compliance with records management policies and procedures across the Bank.
• Ensures all staff in the Bank are sensitized on records management policies and procedures.

Financial/Planning & Budget Management

• Departmental annual budgeting, monitoring and controlling.
• Set clear and well-defined actions to achieve set budget savings in all expense lines.

Archives performance Management & Reporting

• Leads the Archives & Records Management department members to develop records management functions within the Bank.
• Coordinate Records acquisitions & transfers from Business units within SLA.
• Ensure prompt KYC monthly filing under the real time archiving model.
• Coordinate Document Retrieval Incidences handling; Success rate and turnaround time as per SLA.
• Ensure prompt Records disposal in line with approved retention schedules.
• Space Optimization – Maintain 10% archival space availability.
• Coordinate branch Outreach, Training and Awareness.
• Improve department quarterly NPS score.
• Coordinate EDRMS roll out.
• Provide oversight for effective and efficient running of the department.
• Drive department strategy within the wider corporate framework.
• Identify and provide optimum records management resources.
• Drive the banks transition to electronic records management systems.
• Provide weekly monthly quarterly & annual reports as required.

Qualifications

Academic Qualifications: Bachelor’s degree in Information Sciences with a bias in Archives & Records management

Desired work experience: Minimum of 5 – 10 years proven experience in a similar role

Technical Competencies:

• A good understanding of development and management of Records Management Systems and Archives Administration techniques
• Knowledge and experience in modern trends in Archives and Records Management programs and systems
• Understanding of the safety and health regulations and applications at the work place
• Knowledge and effective application of all relevant policies, processes, procedures and guidelines to consistently achieve set compliance levels.
• Good knowledge of Records standards or benchmarks.