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Duties and Responsibilities

• Oversee the management of electronic and paper-based records in line with the bank’s Records Management Policy.

• Attend to all enquiries and requests for information in archives from both internal and external customers.

• Supervise the management of Collaterals in the bank’s custody as part of bank records

• Ensure that financial, legal/regulatory or administrative requirements with respect to records keeping are complied with.

• Protect the bank’s information/records from unauthorized access

• Ensure that records are easily accessible/retrieved when needed for a range of operational and strategic purposes.

• Liaise with the Heads of Department and Branch Managers to ensure proper records keeping by departments and branches in line bank with bank’s policy

• Provide training to staff who require access or have responsibility for maintaining Records and Stores across the entire bank network.

• Ensure that the destruction of obsolete records is properly handled in line with the bank’s Records Management Policy.

• Determine the accurate re-order levels for all stationery items purchased by the bank

• Ensure that branches and departments have enough stationery items for smooth running of bank operations

• Ensuring that the bank conducts stock counts for all items kept in the stores including collaterals in the bank custody.

• Recommend, implement and manage modern storage systems used in records management.

• Monitor and regularly check to ensure that security procedures are abided with in keeping and maintenance of sensitive documents especially in regard to customer documents, land titles and other important company documents.

• Ensure proper leave management of staff in Records and Stores

• Comply with AML/CFT/CPF policies and procedures

Key Performance Indicators

• Satisfactory Internal Audit Rating

• Timely resolution of documented requests and inquiries

• Updated collateral register

• Updated document access register

• Timely retrieval of requested documents and records

• Updated records of documents kept at branches and departments

• Report on obsolete items/documents/records destroyed

• Availability of stationary

• Leave management