Role Purpose : To process the incoming and outgoing mail and maintains the BSD’s Archives according the Bank’s Records Management policies and procedures. He performs routine activities, involving the preparation, organization, checking and returning files in BSD Archives room.
Key Activities :
- Implementing records Management Procedures.
- Sending and retrieving files from the Records Center and IDB Archives.
- Maintain the records database of files list, retention and destruction periods.
- Performing basic filing activities, such as maintaining and updating files for completed assignments, on-going activities, documents related to the BOG, BED, budgets and work plans, administrative instructions, etc. and follow the approved guidelines that may entail receipt of requests and records, organizing them and utilizing a system for storing and retrieval
- Organizing the contents of Archives and files according to the filing procedures and the Bank’s Policy in the area.
- Providing office support and assistance to professional staff of the Department, including any assignments related to BSD’s functions requested by the Director.
- Running computer software programs for indexing and filing. Participating in converting the paper files into electronic format (typing or scanning).
- Receiving, sending, processing and preparing weekly reports for incoming & outgoing mail, parcels, packages and faxes
- Organizing and processing routine and standard documents within set guidelines including following up and filing of travel requests and personnel documents.
- Maintaining files for BSD’s assets (PCs, printers, fax machine, copiers, etc) as well as requirements for those equipments.
- Monitoring the availability of IDB publications, office stationary and materials and ensuring that purchase orders are completed and dispatched in a timely fashion.
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