Records Management Officer

Amana Bank Limited

Location: Dar es Salaam, Tanzania

Deadline: 2024-12-13

Email: jobs@amanabank.co.tz

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

• 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

• 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

How to Apply: All applications (include application letter, Resume, academic and professional certificates) should be sent through: jobs@amanabank.co.tz

Only shortlisted candidates will be contacted.