Records Management Coordinator

 Position Overview

The Records Management Coordinator is responsible for the effective planning, organization, coordinating, maintenance, and safeguarding of an organization’s records and information. This role ensures compliance with regulatory and organizational requirements while facilitating efficient access to records to support operational and strategic goals.

 Purpose

This role ensures compliance with regulatory and organizational requirements while facilitating efficient access to records to support operational and strategic goals.

 Qualifications

• Bachelor’s degree in Records Management, Information Science, Library Science, Business Administration, 

 Knowledge

• Knowledge of records retention schedules, data privacy, and compliance regulations.
• Knowledge of the relevant acts and legislation that govern the registry's operations.

 Experience

• Minimum of (4-5) years of experience in records or information management.
• Experience with electronic records management systems and archival processes is preferred.

 Duties and Responsibilities

1. Records Organization and Maintenance:
   • Develop, implement, and maintain record-keeping systems for physical and electronic documents.
   • Classify, index, and archive records according to established policies and standards.

2. Compliance and Security:

• Ensure adherence to legal, regulatory, and organizational policies related to records management.
• Implement data security measures to protect sensitive and confidential information.

3. Archiving and Disposal:

• Monitor and enforce records retention schedules.
• Oversee the secure and authorized disposal of records in accordance with guidelines.
• Processing documents for archiving and disposal, including electronic scanning of files.
• Identifying and retrieving documents and information for users.
• Working with all divisions to transfer and dispose of records.
• Sort and organize agricultural magazines and agricultural pamphlets that need to be disposed.

4. Access and Retrieval:

• Facilitate the timely and accurate retrieval of records for internal and external stakeholders.
• Manage permissions and access levels to ensure appropriate access to records.

5. System Management:

• Maintain and optimize electronic records management systems (ERMS) and databases.
• Collaborate with IT to resolve technical issues and ensure system functionality.

6. Training and Support:

• Provide training and support to staff on records management policies, procedures, and systems.
• Act as a point of contact for records-related inquiries and audits.

7. Continuous Improvement:

• Identify opportunities for process improvements in records management practices.
• Stay updated on industry best practices, emerging technologies, and changes in legislation.

8. Coordinating all NAMC records management activities.

• Liaising on regular basis with the Company Secretary, Legal Services, the Office Of the CEO, CFO, All Senior Managers and MANCOM.
• Updating the Records Management Policy and the file plan as and when required. 
• Ensure that internal record management procedures are followed for all NAMC incoming and outgoing correspondence.
• Recording of every document to and from the NAMC and update the filing system.
• Keep originals in the registry and make copies of documents to respective recipients.
• Opening and closing files, and file them accordingly.
• Tracing, and retrieving documents and files. 
• Ensuring that documents are filed regularly and removing inactive files.

Keep all the contact lists up to date. Including distribution list to various NAMC Council committees, internal committees and NAMC Staff.

 Key Perfomance Indicators (KPI's)

1. Records Organization and Maintenance:
2. Compliance and Security:
3. Archiving and Disposal:
4. Access and Retrieval:
5. System Management:
6. Training and Support:
7. Continuous Improvement:
8. Coordinating all NAMC records management activities.

 Skills

• Technical Skills:
  • Proficiency in electronic records management systems (ERMS) and database management.
  • Knowledge of records retention schedules, data privacy, and compliance regulations.
  • Knowledge of the relevant acts and legislation that govern the registry's operations.
• Organizational Skills:
  • Strong attention to detail and ability to manage multiple tasks and priorities effectively.
• Analytical Skills:
  • Ability to analyze, classify, and organize records systematically.
• Communication Skills:
  • Excellent written and verbal communication skills for training, reporting, and collaboration.
  • The ability to interact with customers and share values 
• Problem-Solving Skills:
  • Ability to identify challenges in records management processes and recommend effective solutions.
  • Be a self-starter and can work independently.
  • Sound judgement and decision-making skills.
• Record management 
  • The ability to use documentation and record management systems
• Reasoning 
  • The ability to make quick assessments of situations
• Integrity 

The ability to model good behaviour and inspire confidence.

• Computer literacy 
  • The ability to use available office technology related machines and electronic scanning 
• Time management 
  • The ability to plan and organize
  • Interpersonal skills
  • Thorough attention to detail
  • Familiarity with applicant tracking database systems