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.