King Faisal Hospital, Rwanda, “A center of excellence in health service provision, clinical education, and research”.

This is an exciting time for King Faisal Hospital, Rwanda as we embrace a new strategic direction.

The hospital has continued to grow due to its positive reputation for authentic compassionate health care and highly skilled medical practitioners, especially in specialized surgical and medical services.

 King Faisal Hospital Kigali is looking for suitable candidate to fill the following position

 POSITION: Archive Officer

No: 1

COMPETENCY REQUIREMENT

EDUCATION AND EXPERIENCE

• He/she must have minimum Advanced Diploma (A1) in Library Science, Information Management, or a related field.
•  At least 2–3 years of experience in archiving, records management, or a related role, preferably within a finance department.

SKILLS AND ABILITIES

• Attention to Detail: Ability to accurately organize, label, and retrieve records with precision.
• Organizational Skills: Strong ability to manage large volumes of records and documents systematically.
• Knowledge of Archiving Standards: Understanding of archiving principles, including records retention schedules and compliance requirements.
• Technical Skills: Proficiency in using document management systems and digital archiving tools.
• Confidentiality: Ability to handle sensitive financial information with the utmost discretion.
• Communication Skills: Effective verbal and written communication skills to coordinate with other departments and stakeholders

KEY RESPONSIBILITIES

• Ensure proper labeling, indexing, and storage of physical and digital documents.
• Collect, categorize, and archive financial records, including invoices, receipts, contracts, tax documents, financial statements and type of supporting documents.
• Develop and maintain an organized and efficient filing system to enable quick retrieval of documents.
• Convert physical records into digital formats where applicable.
• Ensure the secure storage and backup of digital archives.
• Ensure that all archived financial records are compliant with relevant legal, regulatory, and organizational policies.
• Maintain records for the required retention periods as per the organization’s policies and legal requirements.
• Safeguard sensitive financial information by implementing security protocols.
• Facilitate the retrieval of documents and records for internal stakeholders, auditors, and external entities as required.
• Track and log all document retrieval requests and returns to maintain an accurate record of archive usage.
• Provide archived documents and records to support internal and external audits.
• Ensure that all requested documents are provided accurately and promptly.
• Regularly review and update archiving procedures to improve efficiency and effectiveness.
• Stay updated on best practices in document management and archiving technologies.
• Identify records that are no longer needed and oversee their secure disposal following the organization’s records retention policy.