Assistant Manager – Records, Information and Archives Management

Job Title: Assistant Manager – Records, Information and Archives Management

Company: Rafiki Microfinance Bank

Location: Nairobi, Kenya

Job Type: Full-Time

Job Category: Records Management, Information Governance and ICT

Minimum Qualification: Bachelor's Degree

Experience Required: At least 5 years

Management Experience: At least 3 years

Application Deadline: October 31, 2026

Application Email: [email protected]

Job Overview

Rafiki Microfinance Bank is seeking a results-driven and experienced professional to serve as Assistant Manager – Records, Information and Archives Management. The successful candidate will provide leadership and operational oversight of the Bank's Records and Information Management (RIM) function.

The role involves ensuring that physical and electronic records are properly created, classified, maintained, secured, retained, archived and disposed of in accordance with applicable laws, regulatory requirements and internal governance policies.

The successful applicant will work closely with business units and departments, including ICT, Legal, Risk, Compliance, Internal Audit and the Data Protection Officer, to strengthen records management practices across the Bank.

Candidates should have substantial experience in records and information management, archives administration or information governance, together with supervisory or management experience and practical knowledge of Electronic Document and Records Management Systems (EDRMS).

About Rafiki Microfinance Bank

Rafiki Microfinance Bank is a financial institution focused on meeting customers' changing needs and identifying opportunities for growth. The organisation values creativity, ambition and continuous improvement in delivering its services.

The Assistant Manager will support the Bank's information governance and operational effectiveness by ensuring that records remain secure, accessible, reliable and properly managed throughout their lifecycle.

Key Responsibilities

• 1. Records and Information Management Framework
• - Develop, implement and continuously improve the Bank's Records and Information Management Framework.
• - Establish and maintain records management policies, procedures, standards, classification structures and retention schedules.
• - Promote consistent records management practices across the Bank's business units.
• - Ensure that records management processes support legal, regulatory and internal governance requirements.
• 2. Records Lifecycle Management
• - Oversee the management of physical and electronic records from creation to archival and lawful disposal.
• - Ensure records remain authentic, reliable, accessible and secure throughout their lifecycle.
• - Manage records classification, retention, preservation and disposal processes.
• - Ensure records are handled in accordance with established standards and applicable requirements.
• 3. Registry, Archives and Document Control
• - Oversee the central registry, archives and document custody services.
• - Ensure efficient storage, retrieval, tracking, preservation and movement of records.
• - Maintain effective document control procedures.
• - Promote proper custody and accessibility of records while protecting confidential information.
• 4. Digitisation and Electronic Records Management
• - Lead records digitisation initiatives across the Bank.
• - Oversee the administration and improvement of Electronic Document and Records Management Systems (EDRMS).
• - Ensure appropriate use of metadata standards and electronic archives.
• - Identify opportunities to improve records management through digital transformation and technology.
• 5. Compliance, Risk and Audit
• - Ensure compliance with applicable laws, regulations and internal records management policies.
• - Coordinate records audits, investigations, legal holds and secure disposal processes.
• - Conduct or coordinate records management risk assessments.
• - Develop corrective action plans to address identified weaknesses.
• - Support information governance, data protection and regulatory compliance activities.
• 6. Stakeholder and Vendor Management
• - Advise business units on records management policies, standards and best practices.
• - Collaborate with ICT, Legal, Risk, Compliance, Internal Audit and the Data Protection Officer.
• - Oversee third-party records management service providers.
• - Support effective vendor and contract management within the records management function.
• 7. Team Leadership and Performance Management
• - Lead, supervise and develop the Records Management team.
• - Monitor staff performance and support professional development.
• - Prepare management reports and performance dashboards.
• - Drive process improvements and staff awareness programmes.
• - Promote accountability, efficiency and continuous improvement across the function.
• Qualifications and Requirements
• Interested applicants should meet the following requirements:
• - A Bachelor's Degree in Records Management and Information Science, Library and Information Science, Archives and Records Management, Information Management, Information Science, Business Information Systems or a related discipline.
• - At least five years of progressive experience in Records and Information Management, Archives Administration or Information Governance.
• - At least three years of experience in a supervisory or management role.
• - Experience implementing or managing an Electronic Document and Records Management System (EDRMS).
• - Demonstrated experience in records governance, compliance management and regulatory engagements.
• Experience working within a regulated financial institution will be an added advantage.
• Professional qualifications that may strengthen an application include:
• - Certified Records Manager (CRM).
• - Records and Information Management Professional (RIM).
• - ISO 15489 Records Management training.
• - Project Management certification.
• Key Skills and Competencies
• The ideal candidate should demonstrate the following skills and competencies:
• - Information governance and records lifecycle management.
• - Records classification, retention and lawful disposal.
• - Registry administration, archives management and document control.
• - Electronic Document and Records Management Systems (EDRMS).
• - Data protection, information security and regulatory compliance.
• - Risk management, internal controls, auditing and investigation support.
• - Vendor and contract management.
• - Data analysis, management reporting and Microsoft 365 applications.
• - Process improvement and digital transformation.
• - Project management and change management.
• - Leadership, team development and people management.
• - Strategic thinking and sound decision-making.
• - Integrity, ethics and accountability.
• - Strong communication and stakeholder management.
• - Planning, results orientation, resilience and adaptability.
• Salary and Benefits
• The salary and employment benefits for this position have not been specified in the vacancy announcement. Applicants may seek clarification from Rafiki Microfinance Bank during the recruitment process.
• How to Apply
• Interested and qualified candidates should submit a detailed CV and cover letter by email to [email protected].
• Applicants must quote the job title:
• Assistant Manager – Records, Information and Archives Management
• Ensure that your CV clearly demonstrates your experience in records management, information governance, archives administration, EDRMS implementation and regulatory compliance.
• Your cover letter should explain how your qualifications and management experience make you suitable for the role.
• Application Deadline: October 31, 2026, by close of business (COB).
• Candidates should submit their applications before the stated deadline.
• Job Summary
• Rafiki Microfinance Bank is recruiting an Assistant Manager – Records, Information and Archives Management to lead its records management function in Nairobi.
• The successful candidate will oversee physical and electronic records, manage digitisation initiatives, strengthen information governance, ensure compliance and supervise the Records Management team.
• Position: Assistant Manager – Records, Information and Archives Management
• Location: Nairobi, Kenya
• Minimum Experience: 5 years
• Management Experience: 3 years
• Qualification: Bachelor's Degree in a relevant discipline
• Deadline: October 31, 2026
• Application Email: [email protected]
• Required Documents: Detailed CV and cover letter
• Frequently Asked Questions
• 1. What is the role of an Assistant Manager – Records, Information and Archives Management?
• The role involves overseeing the creation, classification, storage, security, retention, archiving and disposal of physical and electronic records while ensuring compliance with legal and regulatory requirements.
• 2. Where is the position located?
• The job is based in Nairobi, Kenya.
• 3. What qualifications are required?
• Applicants need a Bachelor's Degree in Records Management and Information Science, Library and Information Science, Archives and Records Management, Information Management, Information Science, Business Information Systems or a related discipline.
• 4. How many years of experience are required?
• Candidates need at least five years of relevant professional experience, including at least three years in a supervisory or management role.
• 5. Is EDRMS experience required?
• Yes. Experience implementing or managing an Electronic Document and Records Management System is a stated requirement.
• 6. How can I apply for the job?
• Submit a detailed CV and cover letter to [email protected], quoting the full job title in your application.
• 7. What is the application deadline?
• The deadline is October 31, 2026, by close of business.
• Application Tips
• - Highlight your experience managing physical and electronic records.
• - Clearly demonstrate your supervisory or management experience.
• - Include examples of EDRMS implementation, digitisation or information governance projects.
• - Emphasise your knowledge of records retention, classification, archives and secure disposal.
• - Mention relevant professional certifications or ISO 15489 training, if applicable.
• - Explain your experience with audits, regulatory compliance, risk assessments and data protection.
• - Tailor your cover letter to the responsibilities and requirements of Rafiki Microfinance Bank.
• - Ensure your CV and cover letter are attached before sending your email.
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