Cataloguing/Indexing & Collection Officer at Equity Bank

EQUITY BANK IS HIRING

Job Title: Cataloguing/Indexing & Collection Officer Department: Procurement & Administration Job Grade: A Reports to: Manager Contracts and Records Management

Job Purpose To ensure the secure, accurate, and efficient management of organizational records by collecting, classifying, indexing, and storing documents in the central archive, while maintaining data integrity, accessibility, and confidentiality in compliance with banking and regulatory standards.

Main Duties & Responsibilities

• Collect documents/boxes for archiving from various branches and departments to the bank repository/central archiving.
• Sort and classify documents by department, category, and document type.
• Log and receipt of documents with date, source, and description.
• Check and verify completeness, accuracy, and authorization of received documents.
• Create index entries including key metadata such as title, date, department, and classification code.
• Assign unique reference numbers or barcodes for identification and tracking.
• Enter document details into the archive or records management system (physical or electronic).
• Ensure proper labeling and tagging of documents for easy retrieval.
• File or store documents in designated archive/repository sections.
• Maintain an updated document index or register for tracking purposes.
• Coordinate with departments/branches on document submission schedules and standards.
• Ensure safe handling and transportation of documents to the archive to avoid damage or loss.
• Maintain security and confidentiality of sensitive and classified information.

Knowledge, Qualifications, and Experience

• Bachelor's degree in Records Management, Archives and Information Studies, Library Science, Information Management, Public Administration, or a related field.
• A minimum of 3-5 years' proven experience in records management, archives administration, or information management within a corporate, government, or institutional environment.
• Sound knowledge of records lifecycle management, including creation, classification, retention, storage, retrieval, and disposal of records.
• Proficiency in records management systems, document management software, and Microsoft Office applications.
• Familiarity with digital archiving tools is an added advantage.
• Strong understanding of records classification schemes, filing systems, and metadata standards for both physical and electronic records.
• Knowledge of legal, regulatory, and compliance requirements related to records retention, confidentiality, and data protection.
• Demonstrated ability to ensure accuracy, integrity, security, and accessibility of records in line with organizational policies and best practices.

Skills

• Strong organizational and records management skills.
• High attention to detail and accuracy.
• Ability to manage both physical and electronic archives effectively.
• Confidentiality, integrity, and ethical handling of information.
• Analytical and problem-solving skills.
• Ability to work independently and collaboratively with various departments.
• Adaptability to evolving information management systems and technologies.

How to Apply

• Submit your job application cover letter along with a detailed resume, copies of the relevant certificates, and testimonials in a single PDF file format.
• Quote the respective Job title or Ref no. in the subject field.
• Email: [email protected]
• Application Deadline: Monday, 23rd February 2025.
• Only short-listed candidates will be contacted.