Document Archives are responsible for the provision, care and management of permanent collections of information that are intended to preserve the past and allow others to discover it.

Required Number: 3

Roles and Responsibilities:

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.

Document Retrieval & Reporting:

• 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 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:

Qualifications:

1. Education:

• Bachelor's degree/Diploma 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.

3. 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.

• Expertise in document management system

• Knowledge of archiving standards and regulatory compliance.

Required Skills:

• Attention to detail and strong organizational skills.

• Ability to manage large volumes of documents.

• Strong communication and training abilities.

How to Apply:

• Interested and qualified applicants can apply online using THIS LINK

• Use vacancy code: Hahu/Fin002/2024