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Manager Records and Archives Job Placement – Tropical Bank Limited
Job Title: Manager Records and Archives
Organisation: Tropical Bank
Limited
Limited
Duty Station: Kampala, Uganda
Reports to: Head Human
Resource and Administration
Resource and Administration
About Tropical:
Tropical Bank
Limited was established in 1973 under the name Libyan Arab Uganda Bank for
Foreign Trade and Development. Tropical Bank Limited is jointly owned by the
Governments of the Republic of Uganda 0.03% and the Libyan Foreign Bank (LFB)
99.97% of Paid-up Capital. The Bank
provides professional and personalized commercial banking services to various
sectors of the economy including financial support to Parastatals, Corporates,
Small and Medium Enterprises, Individuals, and Non-Governmental Organisations.
Limited was established in 1973 under the name Libyan Arab Uganda Bank for
Foreign Trade and Development. Tropical Bank Limited is jointly owned by the
Governments of the Republic of Uganda 0.03% and the Libyan Foreign Bank (LFB)
99.97% of Paid-up Capital. The Bank
provides professional and personalized commercial banking services to various
sectors of the economy including financial support to Parastatals, Corporates,
Small and Medium Enterprises, Individuals, and Non-Governmental Organisations.
Job Summary: The Manager
Records and Archives will supervise the Banks physical and electronic records
management function, effective administration of action planning and
implementation of records management policy in a manner that will guarantee
security of records and processing; timely accessing to records;
confidentiality and integrity of the system; compliance with policies, regulations
and procedures; long-term preservation of records as a resource asset of the
Bank.
Records and Archives will supervise the Banks physical and electronic records
management function, effective administration of action planning and
implementation of records management policy in a manner that will guarantee
security of records and processing; timely accessing to records;
confidentiality and integrity of the system; compliance with policies, regulations
and procedures; long-term preservation of records as a resource asset of the
Bank.
Key Duties and Responsibilities:
·
The incumbent will be tasked with developing a
record management policy and put in place operational procedures for the
management and usage of bank records to be observed by all staff and management.
The incumbent will be tasked with developing a
record management policy and put in place operational procedures for the
management and usage of bank records to be observed by all staff and management.
·
Develop and update from time to time a records
management system that will ensure that relevant records are kept for the
mandated periods and treated in a manner that befits the different records
type.
Develop and update from time to time a records
management system that will ensure that relevant records are kept for the
mandated periods and treated in a manner that befits the different records
type.
·
Plan, organize and supervise the operations of
filing, keeping and maintenance of records in the different departments and
branches and ensure that all records are kept as per the laid procedure and
policy.
Plan, organize and supervise the operations of
filing, keeping and maintenance of records in the different departments and
branches and ensure that all records are kept as per the laid procedure and
policy.
·
Guide management on the ways and means of ensuring
the safe custody of all Bank records while ensuring easy retrieval.
Guide management on the ways and means of ensuring
the safe custody of all Bank records while ensuring easy retrieval.
·
Design and revise from time to time a concise way of
keeping archived documents while ensuring that they are not damaged.
Design and revise from time to time a concise way of
keeping archived documents while ensuring that they are not damaged.
·
Work closely with ICT department to ensure the
proper management of the electronic archiving of documents and supervise the
staff thereof.
Work closely with ICT department to ensure the
proper management of the electronic archiving of documents and supervise the
staff thereof.
·
Actively monitor and regularly check to ensure that
security procedures are abided with in the keeping and maintenance of sensitive
documents especially in regards to customer documents, land titles and the
like.
Actively monitor and regularly check to ensure that
security procedures are abided with in the keeping and maintenance of sensitive
documents especially in regards to customer documents, land titles and the
like.
·
Propose any relevant amendment for improvement and
efficient operation of bank records.
Propose any relevant amendment for improvement and
efficient operation of bank records.
·
Work in liaison with the branch managers to ensure
that their records and documents especially those to do with the day’s
operations are properly arranged and kept daily as prescribed.
Work in liaison with the branch managers to ensure
that their records and documents especially those to do with the day’s
operations are properly arranged and kept daily as prescribed.
·
Periodically check and audit if all existing records
and archive system both at the head office and branches, to ensure that
prescribed record management systems and procedures are abided with.
Periodically check and audit if all existing records
and archive system both at the head office and branches, to ensure that
prescribed record management systems and procedures are abided with.
·
Actively participate in the training of employees
new and old especially the staff with filing in the departments and branches.
Actively participate in the training of employees
new and old especially the staff with filing in the departments and branches.
Qualifications, Skills and
Experience:
Experience:
·
The Manager Records and Archives should ideally
possess a good Bachelor’s degree in Records management, Library and information
science and related fields from a reputable University. Possession of a Master
degree will be an advantage.
The Manager Records and Archives should ideally
possess a good Bachelor’s degree in Records management, Library and information
science and related fields from a reputable University. Possession of a Master
degree will be an advantage.
·
Detailed knowledge and understanding of Bank
procedures, policies and regulatory requirements would be an added advantage.
Detailed knowledge and understanding of Bank
procedures, policies and regulatory requirements would be an added advantage.
·
Ability to understand and apply file titling,
numbering, registration and tracking procedures;.
Ability to understand and apply file titling,
numbering, registration and tracking procedures;.
·
Ability to communicate with staff at all levels of
the organization in order to provide an enquiry and retrieval service for the
records.
Ability to communicate with staff at all levels of
the organization in order to provide an enquiry and retrieval service for the
records.
·
Detailed understanding of records management
principles in order to advise the organization on policy and procedures.
Detailed understanding of records management
principles in order to advise the organization on policy and procedures.
·
Ability to supervise, train staff, prioritizes work
plans and scheduling of work assignments.
Ability to supervise, train staff, prioritizes work
plans and scheduling of work assignments.
·
Proactive approach to work with a high level of
maturity and self-drive.
Proactive approach to work with a high level of
maturity and self-drive.
·
High degree of integrity and ethical standards.
High degree of integrity and ethical standards.
·
Excellent interpersonal and communication skills.
Excellent interpersonal and communication skills.
How to Apply:
If your
qualifications and experience match those described above please send a
detailed application together with your CV, copies of your academic
certificates and transcripts and a cover
letter of not more than 2 pages explaining why you consider yourself to
be the best suited candidate.
qualifications and experience match those described above please send a
detailed application together with your CV, copies of your academic
certificates and transcripts and a cover
letter of not more than 2 pages explaining why you consider yourself to
be the best suited candidate.
Head- Human
Resource & Admin,
Resource & Admin,
Tropical Bank
Limited,
Limited,
Plot 54 Lugogo
Bypass (Rotary Avenue)
Bypass (Rotary Avenue)
P.O. Box 9485,
Kampala
Kampala
E-mail to: hr@trobank.com and nhamidu@trobank.com
Deadline: 14th August, 2015 by 4PM
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