Archives Officer at Baobabplus

Overview

• The Archive Officer will be responsible for the efficient management, organization, and preservation of the company's records.
• Your primary goal will be to ensure the accessibility, accuracy, and integrity of archival materials, contributing to the documentation and preservation of the company's valuable materials.

Responsibilities
Develop Safety Protocols:

• Create and implement safety protocols to protect archival data, records, and documentation.
• Present these protocols to the Executive Committee (EXCO) for review and obtain approval from the Managing Director/CEO.

Digitization and Digital Archives:

• Lead the digitization efforts of physical records and documents, establish and manage digital archives, and ensure the proper organization and storage of digital files to enhance accessibility and preservation..

Coordinate Transfer of Files/Documents:

• Facilitate the orderly transfer of files/documents from branches/departments to the Central Archive.
• Ensure proper documentation and tracking of transferred materials.

Provide Secure Storage Environment:

• Establish and maintain a secure storage environment for all files/documents in the central archive.
• Implement measures to safeguard sensitive items and ensure compliance with confidentiality requirements.

Reference and Retrieval Services:

• Provide reference and retrieval services to branches/departments for records stored in the Central Archive.
• Assist in locating and accessing specific documents as requested by authorized personnel.

Proper Disposition of Documents:

• Coordinate the final disposition of documents following approved protocols.
• Obtain a minimum of two (2) approvals, including the Chief Risk Officer (CRO), for document disposal decisions.
• Ensure compliance with legal, regulatory, and organizational requirements.

Reporting:

• Prepare and submit monthly reports on the total number of files/documents in the archive, categorized by branch/department, to the Head of Administration.
• Maintain records of all files/documents collected and returned, providing monthly updates to the Head of Administration.
• Generate a bi-annual report on the inventory of the central archive.
• Prepare any additional reports required by the EXCO or the Head of Administration.

Skills and Qualifications

• Bachelor's Degree in Archival Studies, Library Science, Information Management, or a related field.
• Proven experience in archival management, records management, or a similar role.
• Knowledge of safety protocols and best practices for archival data and records protection.
• Familiarity with electronic archiving systems and technologies.
• Strong organizational and coordination skills to facilitate the transfer and storage of documents.
• Ability to maintain confidentiality and handle sensitive information appropriately.
• Excellent attention to detail and accuracy in managing records and documentation.
• Proficiency in generating reports and using relevant software or tools.
• Knowledge of legal and regulatory requirements related to document disposal.