Records Management Coordinator at National Agricultural Marketing Council

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

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.

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.

 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.

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.

System Management:

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

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.

Continuous Improvement:

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

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.