Introduction
We are hiring a Records Management Coordinator to join the Secretariat team. In this role, you will be responsible for supporting the execution and integration of a Digital Records Management System to securely store records and documents produced by various units of the NEF. Additionally, you will facilitate the disposal of outdated or redundant information systematically following the correct disposal process and maintain proper corporate governance to ensure sub-committees comply accordingly.
- Ensure that records management is an objective in the body’s strategy and strategic plan.
- Determine the current record-keeping and records management state and ensure that relevant information is available regarding the record-keeping and records management practices of the body.
- Be responsible for records management inspections against legal requirements and Records Management Plan and Policy.
- Ensure that information contained in records is managed effectively throughout the office by drafting and implementing a records management policy.
- Ensure that the records management staff or champions understand their responsibilities and acquire the necessary skills to manage records effectively.
- Ensure that information can be identified and retrieved when required by providing well-structured records classification systems and record-keeping systems.
- Develop brochures, posters/leaflets on good records management practices.
- Ensure that all records are kept in safe custody.
- Assist in the implementation of various filing methods.
- Ensure that there is a systematic disposal program in place.
- Ensure that all micrographic projects are managed according to the requirements of the National Archives and Records Service and good governance.
- Develop and implement disposal guidelines and assist with the appraisal and disposition of records.
- Manage audio-visual records according to the requirements of the National Archives and Records Service and good governance.
- Conduct Records Management assessments to ensure that records storage facilities satisfy legal requirements and storage standards.
- Manage all electronic records according to the requirements of the National Archives and Records Service and good governance.
- Ensure that evaluation criteria are in place to monitor compliance with sound records management practices.
Responsibilities:
- Formulate and produce Portfolio Management Committee (PMC), Compliance Committee (CC), Impairment Committee (IC), IST Steering Committee (IST) meeting agendas and packs in consultation with the relevant Executives/Chairpersons.
- Coordinate, prepare for, and attend meetings.
- Draft and be the custodian of minutes for the Portfolio Management Committee (PMC), Compliance Committee (CC), Impairment Committee (IC), IST Steering Committee (IST) meetings.
- Monitor and ensure that compliance with good governance practice is maintained.
Qualification Requirements:
- Bachelor’s degree in Information Management or Records Management or relevant qualification.
- Relevant Postgraduate qualification will be an added advantage.
Experience / Skills Required:
- Preferably 2 to 5 years of relevant working experience within a records management environment.
- Knowledge of SharePoint is a necessity.
- Strong computer skills and knowledge of MS Word, PowerPoint, Excel, Outlook, MS Teams.
- Knowledge of Records Management systems will be an added advantage.
Personal Attributes/Behaviours/Attitudes:
- Professionalism.
- Results Driven.
- Administrative competence and knowledge of appropriate laws and regulations.
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