Head of Document Management Department

We are looking for a highly motivated Head of the Document Management Department responsible for coordinating and organizing the transfer of physical and electronic records between various departments and external archives. This role requires excellent organizational and leadership skills to ensure the effective and accurate transfer of documents while adhering to record retention schedules and data security protocols.

Key Responsibilities:

1. Document inventory and assessment:

• conduct thorough inventories of records scheduled for transfer, identifying and resolving any discrepancies or issues;
• assess the condition of records and recommend appropriate preservation or digitization methods.

2. Transfer Planning and Coordination:

• develop and implement comprehensive transfer plans, including timelines, resource allocation, and communication strategies;
• coordinate with relevant departments to schedule and execute record transfers efficiently;
• ensure proper handling, packaging, and transportation of records during transfer.

3. Team Management:

• lead and supervise a team of records assistants or technicians involved in the transfer process;
• delegate tasks, provide training and guidance, and monitor team performance.

4. Quality Control:

• conduct regular quality checks to ensure the accuracy and completeness of transferred records;
• implement and maintain quality control measures to minimize errors and data loss.

5. Compliance and Security:

• ensure compliance with all relevant record retention schedules, data privacy regulations, and security protocols;
• maintain accurate records of all transfers and related activities.

7. Technology Utilization:

• utilize document management systems, databases, and other relevant technologies to streamline transfer processes;
• stay abreast of industry best practices and new technologies related to records management.

Professional Requirements:

• bachelor's degree in Library Science, Information Science, Archives Management, or a related field;
• 5+ years of experience in records management, with a focus on document transfer. Preferably government or holding structure;
• strong understanding of records management principles and best practices;
• proficiency in document management systems Odoo or relevant software;
• proven experience leading and managing a team;
• project management skills;
• fluency in English (C1 level or above).