Supervisor: Archivist

Job Purpose 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. Responsibilities 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 Bank's 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 Knowledge and Experience Education: Bachelor's degree in Library Science, Information Management, or a related field. Experience: At least 3-5 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.