Responsible for managing and safeguarding an organization’s physical and digital records, ensuring the proper organization, storage, and retrieval of important documents.

Scope of Role

• Document Organization & Management:

  • Develop and maintain efficient systems for the archiving, storage, and retrieval of physical and digital documents.

  • Classify, catalog, and index documents to ensure they are properly organized and accessible.

  • Implement archiving standards, ensuring consistency across departments.

  • Manage document life cycles, including retention schedules, ensuring that documents are kept for appropriate periods and are properly disposed of or archived.

• Compliance & Legal Requirements:

  • Ensure the organization’s document management processes comply with relevant legal, regulatory, and industry standards.

  • Manage confidential and sensitive records, ensuring compliance with privacy regulations and document security protocols.

• Collaboration & Communication:

  • Liaise with other departments (e.g., legal, HR) to establish best practices for document handling.

  • Provide guidance and training to staff on proper archiving and document management procedures.

  • Assist in audits by locating and providing necessary documents in a timely manner.

• Respond to document retrieval requests from internal and external stakeholders.

  • Create and maintain logs and reports on archived materials, retention periods, and disposal schedules.

• Process Improvement & Systems Implementation:

  • Continuously assess and improve document management processes to enhance efficiency.

  • Participate in the selection and implementation of new archiving and document management technologies.

    Scope of the Role:

  • Leadership & Oversight: As a senior role, the position may involve supervising a team of document archivers or assistants and ensuring adherence to document management policies.

  • Technical Expertise: The Senior Document Archiver must be proficient with physical and electronic document management systems and stay updated on best practices in digital and physical archiving.

  • Strategic Input: The role may include contributing to long-term planning for the organization’s document management strategies, including modernization and digitization efforts.

  • Cross-Functional Impact: This role plays a crucial part in maintaining the integrity of records across multiple functions within the organization, ensuring that documents are available for decision-making, audits, and compliance reviews

Job Requirements

1. Education:

   • Bachelor's degree/Diploma in in accounting , or a related field is preferred.

   • Additional certifications in Records Management, Document Control, or Information Governance can be advantageous.

2. Certifications:

   • Document Control Certification from relevant training institutions can provide a strong advantage.

     Experience:

   • Work Experience:

     • Minimum of 2 years for BA or 3 years for Diploma of experience in document archiving, records management, preferably in a senior or supervisory role.

     • Experience in managing both physical and digital document archives

• Previous work experience in industries like construction, or government where document management is critical can be a strong asset.

How to Apply

KEY NOTE BEFORE APPLYING FOR THIS ROLE :

1. Ensure you fulfill the minimum set requirement.

2. If you fulfill the above requirement, then you are expected to send your CV in Telegram by THIS LINK

3. All those that do not fulfill the above requirements will be rejected automatically. 

4. Only shortlisted candidates will be contacted.