Synopsis

JOB PURPOSE

• To support the Records Manager in reinforcing IDC’s strategic approach to Records Management in line with regulatory requirements by providing technical and functional solutions for both physical and electronic records.
• Ensure compliance with internal policies and external regulations while promoting best practices in document control and records management across all departments.
• Manage and monitor the secure storage and seamless flow of records throughout its life-cycle across systems and departments.

Job Description

MAIN DUTIES AND RESPONSIBILITIES

• Supervise all stages of business records from creation to disposition to ensure secure handling, access control, and traceability in line with regulatory requirements
• Assist the Records Manager in conducting records management audits of record keeping and records management practices based on the NARS legal requirements.
• Conduct quality checks in the linking of electronic records to the appropriate metadata that provides for their structure and context.
• Ensure that the storage of records conforms to relevant legal requirements.
• Coordinate with internal stakeholders to ensure timely updates and archiving of essential records.
• Conduct quality checks on SharePoint online to ensure that documents and records are managed in line with the approved policies and procedures.
• Manage physical and electronic record repositories.
• Assist in preparing documentation for internal and external audits
• Manage queries within the Records Management Department and communicate resolution effectively.
• Assist with all enquiries and requests for information from both internal and external clients
• Ensure that records are stored in a secure and easily accessible manner.
• Ensures that only records with archival value are sent for offsite storage

People Management

• Supervise direct reports to ensure efficient operations, accountability, and alignment with organizational goals
• Ensure integrity of information by performing regular quality spot checks on work done by direct reports.
• Monitors turnaround times, efficiency and quality of service delivery by direct reports
• Monthly reports on progress to the Records Manager
• Conduct regular training workshops with staff to ensure consistent understanding and effective use of SharePoint Online as the central repository for records management
• Conduct regular check-in session and performance discussion with direct reports as and when required

Qualification and Experience

QUALIFICATIONS

• Bachelor’s Degree in information management/records management, compliance, legal and/or risk or equivalent qualification
• Relevant certification and training presented by the National Archives and Records Service will be advantageous

EXPERIENCE & KNOWLEDGE

• 5-8 years’ experience in financial services or related industry
• Between 1 – 3 years’ work experience within Records management or a similar role in a financial services environment
• Team management experience will be an advantage
• Experience in the field of paper-based records management
• Experience in the field of electronic records management
• Knowledge of relevant standards as well as the statutory and regulatory
• Knowledge and basic understanding of how information systems are designed and process data
• Thorough understanding of metadata systems
• SAP
• MS Office
• SharePoint Online (recommended)
• Cloud Technology (recommended)

TECHNICAL/FUCNTIONAL COMPETENCIES

• Principles and practices of records management including records retention regulations.
• Knowledge of physical and electronic records management systems.
• Methods and techniques of document indexing and Metadata Management.
• Principles and practices of data collection and report preparation
• Business writing skills

BEHAVIOURAL COMPETENCIES

• Collaboration and Influence
• Leadership
• Teamwork
• Results Oriented
• Judgment
• Communication

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