JOB SUMMARY

The main mandate of this position is to establish and maintain efficient records management systems, ensuring compliance with regulatory requirements, and facilitating easy retrieval and storage of documents. The incumbent is also responsible to closely coordinate with the immediate supervisor and other stakeholders to develop and implement records management policies, procedures, and best practices within the procurement department.

JOB RESPONSIBILITIES

1. Develop, implement, and maintain a comprehensive records management system for the procurement department, ensuring compliance with relevant regulations and company policies.
 
2. Establish file structures and naming conventions for electronic and physical records to ensure consistency and easy retrieval.
3. Monitor and evaluate the effectiveness of the records management system, making improvements and adjustments as needed.
4. Establish and enforce record retention schedules based on legal and regulatory requirements, as well as internal policies.
5. Coordinate the secure disposal of records that have reached their retention period, ensuring compliance with applicable laws and regulations.
Maintain accurate records of disposed documents and produce disposal certificates when required.
6. Establish procedures for document review, approval, and distribution, ensuring accuracy and timeliness and collaborate with stakeholders to maintain an up-to-date document repository and ensure controlled access to sensitive documents.
7. Establish and maintain a centralized physical records management system, ensuring proper storage, organization, and inventory of records.
8. Coordinate the transfer of physical records to off-site storage facilities, as required.
9. Oversee the retrieval, tracking, and re-filing of physical records, maintaining an accurate record of records movement.
10. Comply with the risk management framework.
11. Participate actively in risk management activities across the organization.
12. Ensure that key risks are identified, reported, recorded, and managed in a timely manner.
13. Receive appropriate training in risk management.
14. Undertake any other assignment as instructed by immediate supervisor.