Assistant Manager, Archival

ALSAYER Group; Kuwait City; On-site; KWD 10,000 - 17,000; Full time

Job summary

ALSAYER Group is seeking an Archival Assistant Manager to design and implement storage methods for archival documents, ensuring streamlined data management, access, preservation, and retrieval across departments according to ASG standards.

Responsibilities include establishing customized data systems, coordinating with department heads, supervising document transfers, maintaining secure archives, and ensuring compliance with policies and ISO requirements.

Qualifications

• Bachelor Degree with 6 years of experience or Diploma with 2 years of managerial experience.

Responsibilities

• Establish customized data management system for each department.
• Design storage facility to streamline archival work.
• Coordinate with department heads for professional archival of documents.
• Create and maintain accessible computer archives and databases.
• Analyze methods to adopt faster, safer data population.
• Design classification/categorization of documents for secure data management.
• Supervise transfer of documents to archive center upon approval.
• Create record history for documents to and from archive center.
• Control access to confidential information and set access procedures.
• Apply pest control and storage methods.
• Coordinate with health and safety to maintain licenses.
• Update department heads with current records list periodically.
• Assist in evaluating backlog scanning and vendor shortlisting.
• Establish design, configuration, budget, and tests with the chosen vendor.
• Coordinate with IT to procure and install hardware/networking for project.
• Oversee PR creation for purchases and minimize delays.
• Ensure daily scanning volume is delivered on time.
• Troubleshoot project issues and escalate promptly.
• Prepare retention policy in consultation with Heads and Legal.
• Prepare documents and approvals for disposal with external vendors.
• Archive retrieved documents using appropriate tools.
• Check and locate documents with Senior Group Manager approval.
• Prepare documents and approvals for all disposed documents.
• Ensure compliance with financial, legal, and administrative requirements for data archival and disposal.
• Fulfill ISO Management Representative responsibilities.

Education

Bachelor Degree

Diploma in Administration

Job description

Archival Assistant Manager designs and implements storage methodology of archival documents so that data management, access, preservation and further retrieval is streamlined corresponding to the requirements of individual departments and ensure procedures are complied with ASG standards. The responsibilities includes:

• 1. Establish the customized data management system relevant to the type of data pertaining to each department.
• 2. Design the customized storage facility intended to streamline the archival work.
• 3. Coordinate with department heads of all ASG entities in order to initiate professional archival of the documents.
• 4. Create and maintain accessible, retrievable computer archives and databases, incorporating current advances in electric information storage technology.
• 5. Analyze various methods to identify the latest methodology to implement faster, safer and error free data population.
• 6. Design the classification and categorization of documents in order to maintain a secure, confidential, organized and accessible Data Management System.
• 7. Supervise the transfer of documents from various departments to archive record center upon receiving the request and further approval from authorities.
• 8. Create record history for documents “to and from” the archive record center.
• 9. Control access to confidential information and recommend codes of practice and procedures for accessing records/files.
• 10. Apply adequate pest control and storage methods.
• 11. Coordinate with health and safety sections in order to maintain valid commercial licenses.
• 12. Update all department heads with the current list of their records on a periodic basis.
• 13. Assist in the evaluation of back log scanning project and shortlisting of vendors.
• 14. Establish the design, configuration, budget, management report and conduct testing with the finalized vendor to initialize the project.
• 15. Coordinate with IT to procure and install hardware/networking for the project ensuring maintenance of bandwidth for faster uploads.
• 16. Supervise the PR creation for all relevant purchases and follow up on the same in order to minimize any delays.
• 17. Ensure that daily scanning volume is delivered in a timely manner.
• 18. Control the troubleshooting aspects during the project and elevate issues in a prompt manner.
• 19. Prepare document retention policy in consultation with department heads and Legal Department.
• 20. Prepare all relevant documents, obtain approvals and coordinate with external vendors to ensure effective and secure data disposal.
• 21. Archive retrieved documents by using appropriate hardware/software tools.
• 22. Check and locate the requested documents from the Archive section having prior approval from the Senior Group Manager, Administration.
• 23. Prepare necessary documents and approvals for all disposed documents.
• 24. Ensure that financial, legal and administrative requirements and regulations are dealt with for all data archival and disposal.
• 25. Carry out the responsibilities of the ISO Management Representative.

Educational Qualifications and Experience

Bachelor Degree (12th Standard + 3 years or 4 years degree) or equivalent and 6 years of experience or Diploma in Administration (12th Standard + 2 or 3 years Diploma) or equivalent and 2 years of additional managerial experience.

Linguistic Abilities

English and Arabic is a must.