Records Management Officer at Amana Bank

Records Management Officer at Amana Bank

Records Management Officer

Amana Bank Limited

Dar es Salaam

The successful candidate will be responsible for the following duties and responsibilities:

– Develop and maintain a comprehensive records classification system to ensure easy retrieval and secure storage of records.
– Organize both physical and digital records in accordance with company policies and industry standards.
– Implement systematic indexing and filing procedures for documents, correspondence, contracts, reports, and other relevant records.
– Establish and implement a records retention schedule based on legal, regulatory, and organizational requirements.
– Coordinate the secure and timely disposal of records that are no longer needed, ensuring compliance with data protection and privacy laws.
– Oversee the secure destruction of confidential records, ensuring no unauthorized access.
– Advise Management on best practices for records management and legal obligations regarding record-keeping.
– Develop procedures to facilitate the quick and efficient retrieval of records in response to internal and external requests.
– Supervise and provide training on the handling of records/archives by agencies, staff, and volunteers.
– Provide support to employees, managers, and external parties in locating and retrieving records as needed.
– Maintain access control to sensitive or classified records, ensuring appropriate security measures are in place.
– Oversee the transition from paper-based to digital records where applicable, including scanning, indexing, and archiving documents in electronic formats.
– Ensure the integration of records management systems (physical and digital) with relevant enterprise software and databases.
– Stay updated on emerging trends in records management technology and recommend upgrades or improvements.
– Prepare regular reports for management regarding records management activities, compliance status, and risk mitigation efforts.
– Serve as the primary point of contact for record-related inquiries within the organization.

Qualifications and Experience Required:

– Bachelor’s degree in Records Management, Information Science, Library Science, Business Administration, or related field.
– Minimum of 3 years of experience in records management or a related field, with a strong understanding of records lifecycle management.
– Experience with records management software, electronic document management systems and database management.
– Certified Records Manager (CRM) or other relevant certifications is an added advantage.

Knowledge and skills required for the job:

– Strong organizational and time-management skills.
– Excellent attention to detail, accuracy and ability to manage large volumes of information.
– Sound knowledge of legal and regulatory requirements related to archiving and records management.
– Passion for championing and offering excellent customer service.
– Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and records management software.
– Good interpersonal and outstanding communication skills, both written and verbal, for reporting purposes.
– Results driven self-motivated personal. Reports to: General Internal Services Manager

Deadline for submission of application is 13th December 2024.

How to Apply :

All applications (include application letter, Resume, academic and professional certificates) should be sent through: [email protected]

Only shortlisted candidates will be contacted.