Document & Records Management Officer at Independent Project Monitoring Company Limited (IPMC)

Job Summary

• We are seeking a highly skilled and experienced Document & Records Management Officer to lead a comprehensive records management and digital transformation initiative for construction and infrastructure projects.
• The successful candidate will be responsible for designing, implementing, and managing robust systems for the efficient storage, retrieval, and preservation of physical and digital records related to projects, including contracts, designs, permits, and compliance documents.

Key Responsibilities
Records Organization & Physical Archiving:

• Conduct thorough assessments of existing records and develop a comprehensive plan for classification, cataloguing, and arrangement of documents into logical filing and shelving systems, ensuring easy retrieval and compliance with regulatory requirements.
• Design and implement a records indexing and cataloguing structure that facilitates quick access, traceability, and efficient management of records.
• Develop and enforce retention schedules in line with company policy, applicable laws, and regulatory standards, ensuring compliance and minimizing risk.

Digitization & Digital Records Management:

• Spearhead the migration of physical records into secure digital formats using advanced scanning and indexing technologies, ensuring accurate and efficient document capture, and minimizing errors.
• Select, implement, and manage a document management system (DMS) that integrates seamlessly with existing systems, ensuring efficient storage, retrieval, and preservation of electronic records.
• Develop and enforce consistent file naming conventions, metadata tagging, and search optimization protocols for digital archives, ensuring efficient search and retrieval capabilities.

Compliance & Governance:

• Develop, implement, and maintain comprehensive document management policies and procedures that comply with relevant data protection laws and regulations (e.g., GDPR, NDPR), ensuring the confidentiality, integrity, and availability of records.
• Ensure secure handling, storage, and disposal of sensitive or confidential records, maintaining the highest level of confidentiality and integrity, and minimizing risk.
• Collaborate with legal, compliance, and audit teams to ensure adherence to standards, regulatory requirements, and industry best practices, and provide expert advice on records management matters.

Team Leadership & Process Improvement:

• Provide leadership, guidance, and supervision to junior records officers or clerks, ensuring efficient records handling, and fostering a culture of continuous improvement.
• Identify opportunities for process improvements and implement changes that increase efficiency, accuracy, and productivity in records handling, ensuring alignment with organizational goals.
• Monitor and report on progress of digitization and archiving projects, providing regular updates to stakeholders, and ensuring transparency and accountability.

Qualifications & Experience

• Bachelor’s Degree in Library & Information Science, Records Management, Information Technology, or a related field (Master’s degree preferred).
• Minimum of 7 years progressive experience in records/document management, with at least 3 years in a senior or supervisory capacity, demonstrating expertise in managing complex records management projects
• Proven expertise in physical archiving systems, digital document management software, and records management best practices, with a strong understanding of document lifecycle, retention policies, and compliance frameworks.
• Hands-on experience with scanning, OCR (Optical Character Recognition), and metadata management tools, and demonstrated ability to adapt to new technologies and systems.

Key Skills:

• Exceptional organizational skills, with keen attention to detail, and ability to manage multiple projects simultaneously.
• Ability to design and manage both physical and electronic filing systems, ensuring efficient storage, retrieval, and preservation of records.
• Strong leadership and project management capabilities, with ability to motivate and guide team members.
• High level of integrity, confidentiality, and discretion, with ability to handle sensitive or confidential records.
• Excellent communication and stakeholder management skills, with ability to provide expert advice and guidance on records management matters.

Preferred Certifications:

• Certified Records Manager (CRM)
• ISO 15489 Records Management Certification
• Information Governance Professional (IGP).

Contract Details:

• The contract will be for a fixed term of one year, with possibility of extension based on performance and organizational needs.
• The successful candidate will be expected to work 40 hours per week, and may be required to work flexible hours to meet project deadlines.

Benefits
A comprehensive benefits package will be provided, including monthly remuneration, and opportunities for professional development and growth.