Archive and Records Management Officer

Department: Procurement & Administration Job Grade: A Reports to: Manager Contracts and Records Management

Job Purpose To ensure efficient organization, preservation, and accessibility of records. Their role involves managing both physical and digital archives, maintaining compliance with retention policies, and facilitating quick retrieval of documents when needed.

Main Duties & Responsibilities

• Classify and store physical and digital records systematically.
• Ensure efficient retrieval and long-term preservation of documents.
• Evaluate records for historical, legal, or administrative significance.
• Apply retention schedules and oversee secure disposal of obsolete records.
• Maintain accurate classification systems for easy access.
• Ensure proper tracking and accessibility of archived materials.
• Monitor document movements and ensure proper return and organization.
• Maintain optimal conditions for record preservation.
• Adhere to policies, legal regulations, and data protection standards.
• Confidentiality & Security: Safeguard sensitive documents and maintain integrity.
• Update logs and address inconsistencies in record-keeping.

Knowledge, Skills, Qualification and Experience

Knowledge, Qualifications and Experience

• Bachelor’s degree in Records Management, Archives and Information Studies, Library Science, Information Management, Public Administration, or a related field.
• A minimum of 3–5 years’ proven experience in records management, archives administration, or information management within a corporate, government, or institutional environment.
• Sound knowledge of records lifecycle management, including creation, classification, retention, storage, retrieval, and disposal of records.
• Proficiency in records management systems, document management software, and Microsoft Office applications; familiarity with digital archiving tools is an added advantage.
• Strong understanding of records classification schemes, filing systems, and metadata standards for both physical and electronic records.
• Knowledge of legal, regulatory, and compliance requirements related to records retention, confidentiality, and data protection.
• Demonstrated ability to ensure accuracy, integrity, security, and accessibility of records in line with organizational policies and best practices.

Skills

• Strong organizational and records management skills
• High attention to detail and accuracy
• Ability to manage both physical and electronic archives effectively
• Confidentiality, integrity, and ethical handling of information
• Analytical and problem-solving skills
• Ability to work independently and collaboratively with various departments
• Adaptability to evolving information management systems and technologies