Core Responsibilities
1. Ensure all hard copy documents (internal and external) are properly received for filing and archiving.
2. Process, sort and file all received documents accordingly in their respective files/folders both manually and electronically.
3. Ensure that softcopy documents received are downloaded and uploaded on sharepoint while sending the link to relevant process owners/officers.
4. Enforce the use of sharepoint by all departments/units in daily document sharing in the cause of business.
5. Prompt retrieval of archived documents to support daily business operation.
6. Create new files/folders and update the master register accordingly.
7. Ensure due diligence before document records are given out to requesting officers.
8. Ensure that all documents loaned out are returned in due time.
9. Carry out register inspection as at when due.
10. Manage all activities of the unit in the absence of the HOU.
11. Update the document master list daily.
12. Ensure the preparation of journals by supervising the process of creating registers.
13. Manage all document related policies, processes and procedures.
14. Establish, review and implement procedures for the registration, filing and archiving of documents including document management, registration and records management standards/rules.
15. Monitor regulatory guidelines and laws, e.g. to determine impact on data retention, to help for the implementation of audit and other information management policies.
16. Provide guidance and supporting the Document Management System users by contributing the creation of a training module, delivery of training and assistance to staff.
17. Secure the protection, conservation and transfer of documents, records and files (both paper and electronic) including their transfer to the archives.
18. Translate user requirements into usable technical requirements for the supporting Document Management and Archiving systems.
19. Distinguish classified information and Sensitive non-classified information and take the necessary measures to register and store them.
20. Provide advice and guidance on records, archives and information management at Unit level, and provide training and user support.
21. Further develop and implement records and archives management procedures, in particular to ensure the long-term preservation of electronic records
22. Ensure effective management of registers within the department, other departments in EZM and CC’s.
23. Drive digitisation of document by providing framework, systems and framework for digitisation of document, effective backup and monitoring compliance.
Conduct any other document management function as assigned/required by EZM & CCs.
REQUIREMENTS
1. Bachelor’s Degree in Information Technology, Computer Science, Library and Information Science or a related field.
2. Minimum of 4 years of experience in document management systems.
3. Proven expertise in implementing, maintaining, and optimizing DMS solutions.
4. Strong understanding of data governance, security, and compliance best practices.
5. Excellent project management and organizational skills.
6. Strong communication and interpersonal skills.
7. Ability to work effectively with cross-functional teams.
8. Deep understanding of document management principles and best practices.
9. Proficiency in DMS software and technologies (e.g., SharePoint, Documentum, OpenText).
10. Knowledge of data governance frameworks and standards.
11. Familiarity with security and compliance regulations (e.g., GDPR, HIPAA).
12. Strong analytical and problem-solving skills.
Proficiency in data analysis tools (e.g., SQL, Excel), and information systems i.e. SAP.
