Job offer: Internal Control – UBA

• Department: Internal Control
• Job Title: Archives and Documents Management Officer
• Reporting Line: Head of Internal Control
• Location: Douala
• Number of Positions: 01

United Bank for Africa Cameroon SA [UBA] is recruiting an Archives and Documents Management Officer.

Job Objective

The Archives and Documents Management Officer is responsible for ensuring the processing, conservation, and communication of archives, as well as the management and security of resources and archive facilities.

Roles & Responsibilities

• Develop Archiving Tools: Create essential tools such as the archiving charter, management tables, classification plans, conservation calendars, and identification guides for archive files.
• Identify and Preserve Critical Documents: Safeguard vital, critical, and confidential records to ensure their integrity.
• Design & Improve Archiving Programs: Establish, implement, and enhance archives management programs.
• Organize Periodic Archive Inventories: Ensure regular and thorough assessments of archived materials.
• Document Classification & Filing: Oversee the accurate organization and filing of documents.
• Proper Conservation: Ensure that all archived documents are well-preserved and protected against damage.
• Staff Awareness & Support: Train and assist bank employees on the proper organization and handling of records under their custody.
• Documentary Research: Perform research to retrieve necessary documents efficiently.

Key Performance Indicators (KPIs)

• Zero Tolerance for Document Loss: Ensure all documents are accounted for without discrepancies.
• Compliance with Regulations: Maintain records that comply with internal and external audits, ensuring no regulatory/statutory violations.
• Timely Document Communication: Guarantee the fast retrieval and delivery of requested documents.
• Effective Organization & Preservation: Maintain an orderly and secure archive system.
• Data Integrity: Protect sensitive customer and bank information from unauthorized access.
• Swift Records Retrieval: Complete document inquiries and requests within 48 hours.
• Minimized Complaints: Ensure customer satisfaction through efficient archive management.
• Established Policies: Maintain comprehensive records management policies, including disposal authorities and records destruction logs.

Education Requirements

• Minimum Qualification: Bachelor’s degree (BAC+3) in Archiving or a related field.
• Experience: At least two (2) years of professional experience in archiving or records management.

Key Competencies

Knowledge

• Proficiency in physical preservation of documents.
• Ability to manage and control document access.
• Familiarity with the regulatory framework governing archives.
• Awareness of fraud and operational risks related to document handling.

Skills/Competencies

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint).
• Fluency in French and/or English.
• Adherence to archiving procedures and organizational standards.
• Organizational Skills: Strong ability to maintain order and structure.
• Adaptability: Ability to adjust to new challenges and environments.
• Punctuality and Availability: Consistently reliable and committed to deadlines.

Application Process

Interested candidates should send their resume and motivation letter to:
hcmrecruitcameroon@ubagroup.com

Email Subject: “Archives and Documents Management Officer”
Application Deadline: January 15, 2024

Note: Only shortlisted candidates will be contacted for interviews. If you do not receive a response within one month of this publication, kindly consider your application unsuccessful.