Overview

Job Title: Records Management Officer

Location of job: Dar es Salaam

Amana Bank Limited

 

 

 

We are now looking for a Records Management Officer (Dar Es Salaam).

The successful candidate will be accountable for the following duties and responsibilities:

  • Create and maintain a thorough records classification system to ensure easy retrieval and secure storage of records.
  • To organize physical and digital data in compliance with corporate policy and industry standards.
  • To implement a systematic indexing and filing system for documents, communications, contracts, reports, and other pertinent records.
  • Create and follow a records retention schedule based on legal, regulatory, and organizational needs.
  • To coordinate the secure and timely destruction of obsolete records, while adhering to data protection and privacy regulations.
  • To oversee the secure deletion of confidential records while preventing unwanted access.
  • To advise Management on best practices for record management and legal record-keeping requirements.
  • Create procedures to allow for the quick and efficient retrieval of records in response to internal and external requests.
  • To supervise and train agencies, personnel, and volunteers in the proper handling of records and archives.
  • Assist employees, management, and external stakeholders in identifying and retrieving records as needed.
  • To maintain access control to sensitive or classified records while ensuring that necessary security measures are in place.
  • Where applicable, oversee the transition from paper to digital records, which includes document scanning, indexing, and archiving in electronic formats.
  • To ensure that physical and digital records management solutions are integrated with appropriate enterprise software and databases.
  • Keep up with emerging developments in records management technology and suggest modifications or changes.
  • To prepare regular reports to management on record management operations, compliance status, and risk mitigation initiatives.
  • To serve as the primary point of contact for all record-related inquiries within the organization.

 

 

The Qualifications and Experience Required:

  • A bachelor’s degree in records management, information science, library science, business administration, or a closely related discipline.
  • A minimum of three years of expertise in records administration or a related discipline is required, as well as a thorough understanding of record lifecycle management.
  • The experience using records management software, electronic document management systems, and database management.
  • The Certified Records Manager (CRM) or other equivalent certificates are an added benefit.

 

The work requires the following knowledge and skills:

  • Excellent organizational and time-management abilities.
  • The excellent attention to detail, precision, and the capacity to handle vast amounts of data.
  • Strong understanding of legal and regulatory requirements for archiving and records management.
  • Passionate about championing and providing exceptional customer service.
  • A proficiency with Microsoft Office Suite (Word, Excel, and PowerPoint) and document management software.
  • Excellent interpersonal and written communication skills for reporting reasons.
  • A results-oriented, self-motivated, and personal.

 

Answers to/ Reports to: the General Internal Services Manager.

The deadline for submitting an application is December 13, 2024.

 

The mode of application:

All applications (including the application letter, resume, academic and professional credentials) should be emailed to jobs@amanabank.co.tz.

Only the shortlisted candidates will be contacted.