Officer, Records

Job Overview

The Officer, Records position is responsible for ensuring the organized, secure, and compliant handling of both physical and electronic organizational records. This includes managing procurement logistics like purchase orders, stock movement, tagging, and demand forecasting to maintain appropriate inventory levels without excess or shortage.

Key Duties

• Control and organize company documents in line with policies and standards.
• Provide prompt access to documents for relevant personnel and stakeholders.
• Ensure compliance with legal, regulatory, and confidentiality requirements for all documents.
• Administer document management software to archive, track, and update records efficiently.
• Manage document version history to prevent outdated or duplicated information.
• Support the development and upkeep of document management policies and procedures.
• Collaborate across departments to improve workflow and accessibility of information.
• Safely archive obsolete documents and oversee their authorized destruction.
• Maintain and replenish stationery supplies as necessary.

Qualifications and Experience

• Bachelor’s degree in Information Management, Business Administration, Logistics, or related disciplines. Certification such as CIPS Level 4 is considered an advantage.
• Between three and five years’ experience, preferably within the financial services sector.
• Understanding of principles underlying inventory and document management.
• Strong administrative abilities with good organization and time management skills.
• Experience in general banking or service industries is advantageous but not mandatory.
• Analytical skills coupled with report writing capabilities.
• Proven business insight demonstrated in previous roles.
• Relevant product knowledge including KYC, vouchers, loans, and home services (VAF), and familiarity with related product systems and functions.
• Proficiency with document management software such as SharePoint, M-Files, or OpenText.
• Knowledgeable in SAP, Coupa, supply chain processes, and Card Management System (CMS).
• Computer literacy with skills in Microsoft Word, Excel, and PowerPoint.
• Completion of a Digital Savvy module from Future-Ready Skills curriculum is favorable.

Behavioral Competencies

• Attention to detail in checking and documenting information.
• Confidence in communication and conveying ideas.
• Adaptability to change and maintaining team collaboration.
• Following procedures and meeting deadlines consistently.
• Ability to establish rapport and uphold high standards in deliverables.

Technical Competencies

• Asset and office logistics management.
• Risk identification and mitigation.