Description

East African Development Bank is hiring an Archives and Records Officer to support the effective management, organization, preservation, and accessibility of the Bank’s records and archives. The Archives and Records Officer will implement approved records management procedures, ensure compliance with regulatory standards, support digitization efforts, and contribute to the overall efficiency of the Bank’s information governance.

Direct Reports – Human Resource /Administration

Key Responsibilities

Records Management

• Implement approved records management procedures in line with the Bank’s policies.
• Ensure accurate classification, storage, retrieval, and disposal of records.
• Maintain a secure and orderly filing system (both physical and electronic).
• Monitor record retention schedules and assist in proper disposal or transfer of inactive records.

Archival Management

• Organize and maintain archival materials for long-term preservation.
• Facilitate access to archival records for authorized users.
• Participate in efforts to document and preserve institutional memory and key historical records.

Compliance and Quality Control

• Assist in ensuring compliance with records management regulations and institutional policies.
• Support internal audits of records and contribute to improvements in records keeping.

Technology and Systems Support

• Utilize electronic records management systems (ERMS) and assist users with digital tools.
• Support digitization projects and electronic archiving initiatives.
• Maintain metadata and indexing standards to support records retrieval.

Collaboration and Communication

• Work with departments to ensure records are managed and transferred appropriately.
• Serve as a resource for staff on records handling procedures and policies.

Reporting and Documentation

• Maintain logs of records transactions and archival activities.
• Assist in preparing routine reports on records and archiving functions.

Decision Making/ Job Influence

• Makes operational decisions within records handling and classification protocols
• Provides input into process improvements and digitization priorities.

Working Conditions

• Primarily office-based with access to records storage areas.
• May occasionally travel to off-site storage or branch offices.
• Some lifting or handling of physical files and boxes may be required.

Job Competencies (Knowledge, Experience and Attributes / Skills).

Academic Qualifications

• Bachelor’s degree in library science, Information Management, Archives Management, Records Management, or a related field.

Professional Qualifications / Membership to professional bodies, Certificate or training in Records and Archives Management is an advantage.

Previous relevant work experience required

• Minimum of 3 years of experience in records management, archiving, or information management.
• Experience in a financial institution or regulated environment is an added advantage.

Functional Skills & Behavioral Competencies/Attributes:

• Good knowledge of records lifecycle management and archival practices.
• Proficiency with electronic document and records management systems (EDRMS).
• Strong organizational, cataloguing, and indexing skills.
• Ability to use MS Office and records management databases.
• High attention to detail and accuracy.
• Strong sense of confidentiality and professional ethics.
• Good communication and interpersonal skills.
• Ability to work independently and within teams.
• Ability to multi-task.

• Implement approved records management procedures in line with the Bank’s policies.
• Ensure accurate classification, storage, retrieval, and disposal of records.
• Maintain a secure and orderly filing system (both physical and electronic).
• Monitor record retention schedules and assist in proper disposal or transfer of inactive records.
• Organize and maintain archival materials for long-term preservation.
• Facilitate access to archival records for authorized users.
• Participate in efforts to document and preserve institutional memory and key historical records.
• Assist in ensuring compliance with records management regulations and institutional policies.
• Support internal audits of records and contribute to improvements in records keeping.
• Utilize electronic records management systems (ERMS) and assist users with digital tools.
• Support digitization projects and electronic archiving initiatives.
• Maintain metadata and indexing standards to support records retrieval.
• Work with departments to ensure records are managed and transferred appropriately.
• Serve as a resource for staff on records handling procedures and policies.
• Maintain logs of records transactions and archival activities.
• Assist in preparing routine reports on records and archiving functions.

• Good knowledge of records lifecycle management and archival practices.
• Proficiency with electronic document and records management systems (EDRMS).
• Strong organizational, cataloguing, and indexing skills.
• Ability to use MS Office and records management databases.
• High attention to detail and accuracy.
• Strong sense of confidentiality and professional ethics.
• Good communication and interpersonal skills.
• Ability to work independently and within teams.
• Ability to multi-task.

• Bachelor’s degree in library science, Information Management, Archives Management, Records Management, or a related field.
• Certificate or training in Records and Archives Management is an advantage.