- When incoming letters come to the board from different offices, the number of the letter, the date the letter was written, the name and address of the sender’s office, the number of pages of the attachment, etc. Verify that they are written correctly.
- According to the direction given by the expert of the department, properly register the incoming letters in the letter delivery register and make the relevant person sign and receive it.
- Checking that the address to which the letters are sent from the various departments of the board are properly specified, signed by the appropriate authority and whether attachments are attached;
- After the expenditure letters have been spent by the concerned expert of the department, they shall be properly recorded on the letter delivery and signed and given to the concerned departments;
- Timely handing over to the case expert all out-of-office letters that are expensed by the archive unit’s expert, properly recorded in the letter register; and ensuring that the letters reach the relevant offices;
- Complying with existing and emerging regulations on record keeping.
- To do his part in organizaing the Archive in modern way.
- Protecting confidential information obtained on the job.
- Perform other similar duties as assigned by immediate supervisor.
Archival Support: Assist in the preservation of archival materials, including handling, cleaning, and proper storage techniques.
Digitization Efforts:
- • Support the digitization of physical records and archival materials, ensuring the creation of accurate digital copies.
- • Assist in the management of digital archives, including file organization.
Inventory Management:
- • Participate in regular inventories of records and archival collections.
- • Update inventory records and assist in locating missing or misfiled items.
Salary: As per the organization salary scale (Competitive)
Reports to: Head, Archive & Institutional Memories Department
Requirements
Education and Work Experience:
- • Diploma or bachelor’s in information science, Computer science, Information Communication Technology, Information Management and other related field of study.
- • 3 years for Diploma | 1 years for Bachelor relevant Experience.
Knowledge:
- • Strong organizational skills and attention to detail.
- • Basic understanding of archival principles, records management, and preservation techniques.
- • Excellent communication and interpersonal skills.
- • Ability to work collaboratively in a team environment and willingness to learn and adapt.
- • Ethical mindset with a commitment to confidentiality, accuracy, and responsible records management.
Know-How (Skills) (Technical competencies):
- • Resource allocation skill
- • Ability to manage time
- • Persuasion
Behavioral competencies:
- • Adaptability/ flexibility
- • Customer orientation
- • Persistence
