Records Management Assistant at Trade and Development Bank (TDB)

Job Summary

Reporting to the Senior Records Management Officer, the Records Management Assistant will, primarily, provide the management of document lifecycle support and advice to enable staff effectively access and use both physical and electronic records based on their role and business requirements.

The holder of this position will support automation and process improvement in the organization. They will also be involved in scanning of documents, storage of both physical and electronic documents, retrieval, and destruction of documents to include managing system access. In addition, the role will entail providing a first port-of-call for document management system-related user problems, as well as performing conformance testing and audits.

Responsibilities

The Records Management Assistant is responsible for the following functions:

• Capturing, indexing, and classifying both physical and electronic documents for storage.
• Generating monthly reports on records management activities as well as support project management activities that fall under records management and Information Services.
• Processing records management service requests i.e., receiving, storage and retrieval as well as appraisal of records before destruction.
• Coordinating and ensuring new staff are added onto the EDRMS access list as well as conducting user training on the organization’s document management system.
• Reorganizing physical records for easy access in addition to reconciling physical vs electronic records using barcodes.
• Liaising with vendors, contractors, and service providers to ensure delivery of records management services.
• Digitization of records (scanning), ensuring that records are easily accessible when needed as per Turn Around Time (TAT) and reporting on the same.
• Perform any other task as may be assigned by the supervisor, and in some instances deputizing for the Senior Records Management Officer.

Qualifications and Competencies

a) Bachelor’s degree in Business Administration, Library and Information Science, Records Management, Computer Science or Management Information Systems.

b) A Minimum of 5-8 years of job-related experience with demonstrable track record.

c) Wide knowledge and experience in the following areas is a MUST have:

• Electronic Document Management Systems and how they work
• Use of barcode scanners for storage and retrieval of records
• Records Management lifecycle i.e., creation to disposition/destruction
• Computer-savvy and well-versed in Technology e.g., Microsoft Office Business Suite
• File migrations and audits for physical and electronic records

d) Knowledge of the following areas is an added advantage:

• ISO 15489 Records management
• Project Management
• Reports writing and publications

e) Key competencies include:

• Strong analytical skills.
• Exemplary writing skills e.g., report writing, minutes writing, development of circulars, etc.
• Methodical and disciplined approach to problem solving.
• Independence to work under minimal supervision.
• Ability to work in a multi-cultural setting.

f) Knowledge of Data Privacy, international records management standards and security of records is an added advantage.

g) Knowledge of the legal environment that surrounds records management and responsibilities in terms of the law.