ARCHIVE OFFICER - LOS

SERVICE DIMENSIONS

Financial Data: N/A

People Data: Coordinates Entity Document Controllers; Liaises with the Central Archivist for the proper use of the

Information Management Tools within the District.

Production Data: Administers ~ 20,000 linear metres of records and archive documents within the Lagos Assets;

Statistical Data: Indexes approx. 50,000 record entries/year.

ACTIVITIES

• Act as Records and Information Management functional expert who is trained to support Entities within the District

in Records and Information Management;

• Work with the IML (Information Management Liaison) to maintain a Document Referential within their team to

comply with the COMPANY'S PCD/ PSPI guidelines

• Liaise with the IML with regards to organizational change, storage change, compliance assessments, legal

proceedings, tax audits and regulatory investigations impacting affected Records

• Identify special categories of Records such as vital and historical Records; Ensure vital Records are copied and the

copy is stored in the identified fall-back storage location, being a different location from where the originals are kept;

Provide clients with clear instructions and appropriate training on their responsibilities regarding Records and

Information.

• Liaise with the IML and the Entity Document Controllers in ensuring that staff, including new staff members, are

familiar with the COMPANY'S Referential, know how to identify and classify Records and know where to store

Records; Ensure that responsibilities for Records and Information Management are formally handed over when

projects or entities cease to exist or when an individual leaves the role.

• Ensure the proper reception of archive documents from Entity Document Controllers and users in line with

COMPANY'S archive practices and procedures. Ensure that sorting, indexing, shelving and retrieval of the archived

documents are carried out in a timely and secure manner

• Ensure the safety, security and confidentiality of the documents situated at the Central Archive of the District.
• Ensure proper documentation, transportation to offsite storage location, and general management of backup tapes

while adhering strictly to COMPANY'S policies and procedures for tape management.

• Assist with the planning, follow up, deletion and destruction of documents in line with COMPANY'S document

retention policy.

CONTEXT AND ENVIRONMENT

• Must work within the framework defined by:

▫ Company's Group Information Management Policy (PCD/PSPI), and DGEP Directions on Documentation

▫ COMPANY'S Records/Archive Procedures, Policies and Referential

• Archive documents require favourable atmospheric conditions and security.
• IM Applications and Workflows are becoming increasingly complex and varied.

H3SE

• Familiarize self with COMPANY emergency procedures and report to the Manager any incident, unsafe act or

operation.

• Carry out assigned duties safely according to COMPANY HSE procedures in such a manner to minimize /

eliminate unsafe exposure to self or fellow workers.

ACCOUNTABILITIES

Compliance with the COMPANY'S Records and Information Management Governance in support of the COMPANY'S

Records and Information Management procedure will help protect the Company and its employees from risks, such as:

• Fines or sanctions from courts and regulators; Cost through unnecessarily lengthy searches for Records;
• Inability to defend litigation properly; Loss of valuable corporate memory;
• Making poor decisions based on incomplete or out-of-date information; and Damage to company reputation, e.g.

because of inability to demonstrate compliance with specific Sarbanes-Oxley Act/ Legal/ Tax documentation and

evidence requirements

Requirements

QUALIFICATIONS / EXPERIENCE REQUIRED

• HND in Sciences, preferably Library Science, with minimum of 7 years relevant experience
• Knowledge of oil & gas and renewable energies industry will be an added advantage