Job responsibilities

Document Management

Collect, receive, and register all incoming and outgoing documents. Classify, index, and file documents according to established systems. Ensure documents are easy to retrieve when needed.

Archiving

Maintain physical and electronic archives in an organized manner. Preserve records safely to prevent loss, damage, or unauthorized access. Manage active, semi-active, and inactive records.

Records Control:

Ensure documents are properly labeled, dated, and authorized. Track document movement and ensure files are returned on time Apply retention schedules and dispose of records according to policy.

Confidentiality and Security

Protect confidential and sensitive information. Control access to records in line with organizational rules and laws. Ensure compliance with data protection regulations. Digitization

Scan and convert paper documents into electronic formats. Maintain digital databases and backup systems. Ensure accuracy and integrity of digital records.

Support to Staff and Management

Provide requested files and information promptly. Guide staff on proper documentation and filing procedures. Prepare reports related to documentation and archives. Policy and Compliance

Implement documentation and archiving policies. Ensure compliance with legal and institutional record-keeping standards. Recommend improvements to documentation systems.

Inventory and Monitoring: Conduct regular audits of files and archives. Identify missing, damaged, or outdated records. Update records registers and databases. Conduct regular audits of files and archives. Identify missing, damaged, or outdated records. Update records registers and databases.

Qualifications

• Advanced Diploma in Office Management
• 0 Year of relevant experience
• Advance Diploma in Library and Information Studies
• 0 Year of relevant experience
• Advance Diploma in Documentation
• 0 Year of relevant experience
• Advance Diploma in Archives Studies
• 0 Year of relevant experience
• Advance Diploma in Archives
• 0 Year of relevant experience
• Advance Diploma in Information Management
• 0 Year of relevant experience
• Advance Diploma in Arts and Publishing
• 0 Year of relevant experience
• Bachelor’s Degree in Archival Studies
• 0 Year of relevant experience
• Bachelor’s Degree in Archives
• 0 Year of relevant experience
• Bachelor’s Degree in Information Management
• 0 Year of relevant experience
• Bachelor’s Degree in Arts and Publishing
• 0 Year of relevant experience
• Bachelor’s Degree in Documentation Studies
• 0 Year of relevant experience
• bachelor’s degree in library and information studies
• 0 Year of relevant experience
• Bachelor in Office Management
• 0 Year of relevant experience

Required competencies and key technical skills

• Decision making skills
• Time management skills
• Risk management skills
• Results oriented
• Digital literacy skills
• Ability to maintain discretion and confidentiality
• High integrity and professional ethical standards
• Critical thinking and problem solving skills with ability to propose and implement solutions to moderately complex client queries and requests
• Psychometric

Languages

• Kinyarwanda
• English
• Français

• Collect, receive, and register all incoming and outgoing documents.
• Classify, index, and file documents according to established systems.
• Ensure documents are easy to retrieve when needed.
• Maintain physical and electronic archives in an organized manner.
• Preserve records safely to prevent loss, damage, or unauthorized access.
• Manage active, semi-active, and inactive records.
• Ensure documents are properly labeled, dated, and authorized.
• Track document movement and ensure files are returned on time
• Apply retention schedules and dispose of records according to policy.
• Protect confidential and sensitive information.
• Control access to records in line with organizational rules and laws.
• Ensure compliance with data protection regulations.
• Scan and convert paper documents into electronic formats.
• Maintain digital databases and backup systems.
• Ensure accuracy and integrity of digital records.
• Provide requested files and information promptly.
• Guide staff on proper documentation and filing procedures.
• Prepare reports related to documentation and archives.
• Implement documentation and archiving policies.
• Ensure compliance with legal and institutional record-keeping standards.
• Recommend improvements to documentation systems.
• Conduct regular audits of files and archives.
• Identify missing, damaged, or outdated records.
• Update records registers and databases.

• Decision making skills
• Time management skills
• Risk management skills
• Results oriented
• Digital literacy skills
• Ability to maintain discretion and confidentiality
• High integrity and professional ethical standards
• Critical thinking and problem solving skills with ability to propose and implement solutions to moderately complex client queries and requests

• Advanced Diploma in Office Management
• Advance Diploma in Library and Information Studies
• Advance Diploma in Documentation
• Advance Diploma in Archives Studies
• Advance Diploma in Archives
• Advance Diploma in Information Management
• Advance Diploma in Arts and Publishing
• Bachelor’s Degree in Archival Studies
• Bachelor’s Degree in Archives
• Bachelor’s Degree in Information Management
• Bachelor’s Degree in Arts and Publishing
• Bachelor’s Degree in Documentation Studies
• bachelor’s degree in library and information studies
• Bachelor in Office Management