The Ugandan Jobline

Job Title:    Manager, Records & Stores  

Organisation: Tropical Bank Limited

Duty Station:  Kampala, Uganda

Reports to: Chief Operations Officer

About US:

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.

Job Summary:   The Manager, Records & Stores  will mainly promote and ensure effective management of bank’s Stores and Records of all electronic and paper-based bank documents/ records from their creation and preservation through to disposal as well as supervise Records and Stores staff.

Key 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

Qualifications, Skills and Experience:

• The applicant must hold a Bachelor’s Degree in Records/Stores Management/Information Management/Business Administration or related field
• At least five years of experience with 2 years at supervisory level
• Good knowledge and understanding of the financial services sector, legal framework, Bank Policies and Procedures.
• Knowledge of MS Office tools (Excel, Word, Project and PowerPoint)
• Understanding of Bank products and services and knowledge of the banking operation issues in Uganda.
• Proactive and quick response to customers and employees’ queries;
• Excellent interpersonal skills;
• Fluent in the English Language and any other local language preferably Luganda particularly for explanatory purposes to Bank customers who do not understand the English Language.

Behavioral competencies

• Team player
• Integrity
• Service Excellence
• Accountability
• Professionalism
• Organizational skills
• Interpersonal skills
• Communication skills

How to Apply:

If you believe you meet the requirements for any position above, please submit your application letter together with your CV to our email only addressed to;

Head Human Resource,

Tropical Bank Ltd,

Plot 27 Kampala Road

P.O. Box 9485 Kampala. Uganda

Email to: recruitment@trobank.com

Please Note the following:

• Candidates must put the Job title/position in the subject of the email during submission of their application.
• Tropical bank does not ask for money or rewards in exchange for Job opportunities.
• Only shortlisted candidates will be contacted.

Deadline: 19^th October 2023

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