Archive and Records Management Officer
\nDepartment:\u00a0Procurement & Administration\u00a0Job Grade:\u00a0A\u00a0Reports to: Manager Contracts and Records Management
\nJob Purpose\u00a0To ensure efficient organization, preservation, and accessibility of records. Their role involves managing both physical and digital archives, maintaining compliance with retention policies, and facilitating quick retrieval of documents when needed.
\nMain Duties & Responsibilities<\/p>\n
Classify and store physical and digital records systematically.
\nEnsure efficient retrieval and long-term preservation of documents.
\nEvaluate records for historical, legal, or administrative significance.
\nApply retention schedules and oversee secure disposal of obsolete records.
\nMaintain accurate classification systems for easy access.
\nEnsure proper tracking and accessibility of archived materials.
\nMonitor document movements and ensure proper return and organization.
\nMaintain optimal conditions for record preservation.
\nAdhere to policies, legal regulations, and data protection standards.
\nConfidentiality & Security: Safeguard sensitive documents and maintain integrity.
\nUpdate logs and address inconsistencies in record-keeping.<\/p>\n
Knowledge, Skills, Qualification and Experience
\nKnowledge, Qualifications and Experience<\/p>\n
Bachelor\u2019s degree in Records Management, Archives and Information Studies, Library Science, Information Management, Public Administration, or a related field.
\nA minimum of 3\u20135 years\u2019 proven experience in records management, archives administration, or information management within a corporate, government, or institutional environment.
\nSound knowledge of records lifecycle management, including creation, classification, retention, storage, retrieval, and disposal of records.
\nProficiency in records management systems, document management software, and Microsoft Office applications; familiarity with digital archiving tools is an added advantage.
\nStrong understanding of records classification schemes, filing systems, and metadata standards for both physical and electronic records.
\nKnowledge of legal, regulatory, and compliance requirements related to records retention, confidentiality, and data protection.
\nDemonstrated ability to ensure accuracy, integrity, security, and accessibility of records in line with organizational policies and best practices.<\/p>\n
Skills<\/p>\n
Strong organizational and records management skills
\nHigh attention to detail and accuracy
\nAbility to manage both physical and electronic archives effectively
\nConfidentiality, integrity, and ethical handling of information
\nAnalytical and problem-solving skills
\nAbility to work independently and collaboratively with various departments
\nAdaptability to evolving information management systems and technologies<\/p>\n
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