Vacancy title:
Manager, Records & Stores

Jobs at:

Deadline of this Job:
Thursday, October 19 2023 

Summary
Date Posted: Friday, October 13 2023, Base Salary: Not Disclosed

JOB DETAILS:

Main Purpose of the Job
Promote and ensure effective management of bank’s Stores and Records of all electronic and paper-based bank documents/ records from their creation and preservation through to disposal as well as supervise Records and Stores staff.

Duties and Responsibilities
1. Oversee the management of electronic and paper-based records in line with the bank’s Records Management Policy.
2. Attend to all enquiries and requests for information in archives from both internal and external customers.
3. Supervise the management of Collaterals in the bank’s custody as part of bank records
4. Ensure that financial, legal/regulatory or administrative requirements with respect to records keeping are complied with.
5. Protect the bank’s information/records from unauthorized access
6. Ensure that records are easily accessible/retrieved when needed for a range of operational and strategic purposes.
7. Liaise with the Heads of Department and Branch Managers to ensure proper records keeping by departments and branches in line bank with bank’s policy
8. Provide training to staff who require access or have responsibility for maintaining Records and Stores across the entire bank network.
9. Ensure that the destruction of obsolete records is properly handled in line with the bank’s Records Management Policy.
10. Determine the accurate re-order levels for all stationery items purchased by the bank
11. Ensure that branches and departments have enough stationery items for smooth running of bank operations
12. Ensuring that the bank conducts stock counts for all items kept in the stores including collaterals in the bank custody.
13. Recommend, implement and manage modern storage systems used in records management.
14. Monitor and regularly check to ensure that security procedures are abided with in keeping and maintenance of sensitive documents especially in regard to customer documents, land titles and other important company documents.
15. Ensure proper leave management of staff in Records and Stores
16. Comply with AML/CFT/CPF policies and procedures

Key Performance Indicators
1. Satisfactory Internal Audit Rating
2. Timely resolution of documented requests and inquiries
3. Updated collateral register
4. Updated document access register
5. Timely retrieval of requested documents and records
6. Updated records of documents kept at branches and departments
7. Report on obsolete items/documents/records destroyed
8. Availability of stationary
9. Leave management

Person Specification Qualifications
• Bachelor’s Degree in Records/Stores Management/Information Management/Business Administration or related field Understanding of the financial services sector, legal framework, Bank Policies and Procedures.
• Knowledge of MS Office tools (Excel, Word, Project and PowerPoint)
• Understanding of Bank products and services and knowledge of the banking operation issues in Uganda.
• Proactive and quick response to customers and employees’ queries;
• Excellent interpersonal skills;
• Fluent in the English Language and any other local language preferably Luganda particularly for explanatory purposes to Bank customers who do not understand the English Language.

Experience
• 5 years’ experience with 2 years at supervisory level

Behavioral competencies
• Team player
• Iintegrity
• Service Excellence
• Accountability
• Professionalism
• Organizational skills
• Interpersonal skills
• Communication


Work Hours: 8

Experience in Months: 60

Level of Education: Bachelor Degree

Job application procedure
If you believe you meet the requirements for any position above, please submit your application letter and CV to recruitment@trobank.com 
Applications should be addressed to;
Head Human Resource
Tropical Bank Ltd
Plot 27 Kampala Road
P.O. Box 9485 Kampala.
Closing date for receiving applications is: Thursday,19thOctober, 2023

Please Note the following:
• 1. Candidates must put the Job tittle/position in the subject of email during submission of their application.
• 2. Tropical bank does not ask for money or rewards in exchange for Job opportunities.
• 3. Only shortlisted candidates will be contacted.



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