Job Description
Senior Archives & Records Manager
Equity Bank is one of the region’s leading banks whose purpose is to transform the lives and livelihoods of the people of Africa socially and economically by availing them modern and inclusive financial services that maximize their opportunities. With a strong footprint in Kenya, Uganda, Tanzania, Rwanda, South Sudan and DRC Congo, Equity Bank is now home to over 12 million customers – the largest customer base in Africa. Currently the Bank is seeking additional talent to serve in the role of Senior Archives & Records Manager.
Job Purpose
Primarily be responsible for planning and coordinating Records Management & Archives Administration procedures, policies, systems and devising ways to streamline Archiving processes. Goal is to ensure all Archives support activities are carried out efficiently and effectively.
Key responsibilities
Governance
- Compliance with all statutory & regulatory requirements.
- Satisfactory Audit ratings & Closure of All audit issues.
- Identification of Risks and sign off of the Risk Register and monitoring to ensure closure/Mitigation actions are updated.
- Support in reviewing and filing of department monthly RCSA (Risk control self-assessment).
- Has overall responsibility for setting appropriate records management policies and procedures.
- Monitors, measures, and reports on compliance with records management policies and procedures across the Bank.
- Ensures all staff in the Bank are sensitized on records management policies and procedures.
Financial/Planning & Budget Management
- Departmental annual budgeting, monitoring and controlling.
- Set clear and well-defined actions to achieve set budget savings in all expense lines.
Archives performance Management & Reporting
- Leads the Archives & Records Management department members to develop records management functions within the Bank.
- Coordinate Records acquisitions & transfers from Business units within SLA.
- Ensure prompt KYC monthly filing under the real time archiving model.
- Coordinate Document Retrieval Incidences handling; Success rate and turnaround time as per SLA.
- Ensure prompt Records disposal in line with approved retention schedules.
- Space Optimization – Maintain 10% archival space availability.
- Coordinate branch Outreach, Training and Awareness.
- Improve department quarterly NPS score.
- Coordinate EDRMS roll out.
- Provide oversight for effective and efficient running of the department.
- Drive department strategy within the wider corporate framework.
- Identify and provide optimum records management resources.
- Drive the banks transition to electronic records management systems.
- Provide weekly monthly quarterly & annual reports as required.
Qualifications
Academic Qualifications: Bachelor’s degree in Information Sciences with a bias in Archives & Records management
Desired work experience: Minimum of 5 – 10 years proven experience in a similar role
Technical Competencies:
- A good understanding of development and management of Records Management Systems and Archives Administration techniques
- Knowledge and experience in modern trends in Archives and Records Management programs and systems
- Understanding of the safety and health regulations and applications at the work place
- Knowledge and effective application of all relevant policies, processes, procedures and guidelines to consistently achieve set compliance levels.
- Good knowledge of Records standards or benchmarks.
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