Archival Manager at Independent Project Monitoring Company Limited (IPMC)

Job Summary:

• The Archival Manager is responsible for the strategic management, preservation, and retrieval of all project-related records and documentation throughout the lifecycle of a capital infrastructure construction project.
• This includes overseeing physical and digital archiving systems, ensuring compliance with internal standards, client requirements, and regulatory guidelines.
• The role is critical in supporting project transparency, audit readiness, and knowledge transfer.

Key Responsibilities:

Document & Record Management

• Establish and maintain an archiving system for all project documents (designs, drawings, permits, contracts, reports, correspondence, etc.).
• Coordinate with the Document Control team to ensure proper handover and classification of finalized documents.
• Implement metadata standards, version control, and indexing for easy retrieval.

Archival Planning & Execution

• Develop a detailed archiving plan aligned with project milestones, closeout phases, and contractual requirements.
• Oversee the secure transfer of records from active use to archival storage (physical or electronic).
• Determine retention periods and disposition schedules based on legal, contractual, and organizational policies.

Compliance & Governance

• Ensure archived records meet compliance standards (ISO 15489, company QMS, local/international regulations).
• Facilitate audit processes by providing timely access to archived materials.
• Maintain confidentiality, integrity, and accessibility of sensitive information.

Team Coordination & Training

• Train project staff and subcontractors on archival processes and documentation standards.
• Liaise with IT and document control to integrate archiving systems with existing EDMS (e.g., Aconex, Procore, SharePoint, etc.).

Project Closeout & Handover

• Prepare comprehensive archival reports and indices for project handover to the client or asset owner.
• Coordinate with legal and commercial departments to ensure contractual obligations are met regarding documentation.

Requirements:

Education & Experience

• Bachelor’s degree in Library Science, Records Management, Project Management, or related field.
• Minimum 5–7 years of experience in documentation or records management within large-scale infrastructure or engineering projects.
• Experience with construction documentation, quality records, and technical drawings is essential.

Skills & Knowledge

• Proficient in Electronic Document Management Systems (EDMS).
• Strong understanding of record lifecycle, classification, and retention policies.
• Knowledge of international records management standards (ISO, AIIM).
• Excellent organizational, analytical, and communication skills.

Desirable:

• Certification in Records Management (e.g., CRM, AIIM).
• Experience in oil & gas, power, or transport infrastructure projects.
• Familiarity with regulatory archiving obligations in major project financing agreements (e.g., PPPs).