Archives and Records Officer job at Q-Sourcing

Job Description

Key Responsibilities

Records Management

• Implement approved records management procedures in line with the Bank’s policies.
• Ensure accurate classification, storage, retrieval, and disposal of records.
• Maintain a secure and orderly filing system (both physical and electronic).
• Monitor record retention schedules and assist in proper disposal or transfer of inactive records.

Archival Management

• Organize and maintain archival materials for long-term preservation.
• Facilitate access to archival records for authorized users.
• Participate in efforts to document and preserve institutional memory and key historical records.

Compliance and Quality Control

• Assist in ensuring compliance with records management regulations and institutional policies.
• Support internal audits of records and contribute to improvements in records keeping.

Technology and Systems Support

• Utilize electronic records management systems (ERMS) and assist users with digital tools.
• Support digitization projects and electronic archiving initiatives.
• Maintain metadata and indexing standards to support records retrieval.

Collaboration and Communication

• Work with departments to ensure records are managed and transferred appropriately.
• Serve as a resource for staff on records handling procedures and policies.

Reporting and Documentation

• Maintain logs of records transactions and archival activities.
• Assist in preparing routine reports on records and archiving functions.

Decision Making/ Job Influence

• Makes operational decisions within records handling and classification protocols
• Provides input into process improvements and digitization priorities.

Working Conditions

• Primarily office-based with access to records storage areas.
• May occasionally travel to off-site storage or branch offices.
• Some lifting or handling of physical files and boxes may be required.

Requirements

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic Qualifications

Bachelor’s degree in library science, Information Management, Archives Management, Records Management, or a related field.

Professional Qualifications / Membership to professional bodies

Certificate or training in Records and Archives Management is an advantage.

Previous relevant work experience required

Minimum of 3 years of experience in records management, archiving, or information management.

Experience in a financial institution or regulated environment is an added advantage.

• Implement approved records management procedures in line with the Bank’s policies.
• Ensure accurate classification, storage, retrieval, and disposal of records.
• Maintain a secure and orderly filing system (both physical and electronic).
• Monitor record retention schedules and assist in proper disposal or transfer of inactive records.
• Organize and maintain archival materials for long-term preservation.
• Facilitate access to archival records for authorized users.
• Participate in efforts to document and preserve institutional memory and key historical records.
• Assist in ensuring compliance with records management regulations and institutional policies.
• Support internal audits of records and contribute to improvements in records keeping.
• Utilize electronic records management systems (ERMS) and assist users with digital tools.
• Support digitization projects and electronic archiving initiatives.
• Maintain metadata and indexing standards to support records retrieval.
• Work with departments to ensure records are managed and transferred appropriately.
• Serve as a resource for staff on records handling procedures and policies.
• Maintain logs of records transactions and archival activities.
• Assist in preparing routine reports on records and archiving functions.

• Records Management
• Archival Management
• Compliance and Quality Control
• Technology and Systems Support
• Collaboration and Communication
• Reporting and Documentation
• Records handling procedures and policies
• Metadata and indexing standards
• Electronic records management systems (ERMS)

• Bachelor’s degree in library science, Information Management, Archives Management, Records Management, or a related field.
• Certificate or training in Records and Archives Management is an advantage.