Supervisor Archivist

• Supervision of Bank s documents which are kept in creation offices and archives sites.
  
• The movement retrieval and destruction of documents being managed through adequate control mechanisms.
  
• Responsible for the administration and coordination of all activities relating to the archive and the implementation of the records and archive strategy.
  
• Ensure capturing of data properly into the ELO system and preparation of reports.
  

• Providing input to the Manager Banking operations in processing in formulation of and obtaining approval for archive Unit processes and budgets.
  
• Proper handling of archive documents
  
• Daily preparation of reports
  
• Handling any customer queries through the branch network.
  
• Retrieval of documents when requested as per signed SLA.
  
• Receiving of documents from Branches & HQ to archive sites.
  
• Ensure capturing of data properly into the ELO system.
  
• Any other duties assigned by Manager Banking Operations or Head of Banking Operations & IT
  
• To ensure system rights are provided timely.
  
• To provide Training of document digitization to staffs
  
• Communicating with other departments and branches regarding the movement of documents whose time has elapsed in creation offices.
  
• Following proper procedures for records due for destruction.
  
• Work with the Banks departments to identify records and archive information prioritise data gathering and undertake the data gathering process identifying and capturing data from the archived documents.
  
• Lead the creation of a digital catalogue using Archives software. Ongoing filing and cataloguing of records and archive material.
  
• Updating the Banks Archives and retention policy and procedure manual in line with newly adopted standards.
  
• Coordinate and oversee internal and external use of archival Materials and document digitization process system.
  
• Coordinate the process for granting access to the archive by users logging all requests and access on an archive monitoring form.
  
• Administration and coordination of all activities relating to the archive and the implementation of the records and archive strategy.
  
• Coordinate and oversee document digitization process system.
  
• Preparation of activity reports periodicall
  

Requirements

• Education: Bachelors degree in Library Science Information Management or a related field.
  
• Experience: At least 35 years of experience in archive management document handling or records management preferably in a banking or financial institution.
  
• Strong organizational and supervisory skills.
  
• Proficiency in document digitization and archive software systems.
  
• Excellent communication and interpersonal skills for handling customer queries and coordinating with other departments and branches.
  
• Ability to prioritize tasks and meet deadlines.
  
• Attention to detail and accuracy in data entry and reporting.
  
• Knowledge of archival standards and procedures.
  
• Experience in developing and implementing archive and retention policies.
  
• Familiarity with document retrieval and destruction processes.
  
• Ability to provide training on document digitization to staff.
  
• Proficiency in preparing and presenting activity reports.