• Contribute in planning, developing and evaluating the services of Records and Documents Management (RDM), i.e. Mail Service Center, Record Center and Scanning Center.
• Participate in preparing the annual budget of the the RDM services.
• Oversee the services of Records and Documents Management to ensure the efficient practice and high quality of the service.
• Entrusted with the IDB's sensitive and critical mail, and official stamp to stamp official documents, if needed.
• Ensure the proper functioning of RDM services (mail, records and scanning services centers) and the timely processes of all invoices/claims.
• Administer processing and maintaining all physical and electronic RDM services.
• Coordinate RDM services agreements and contracts with external companies including mail agreements and contracts of the courier companies.
• Administer records centers of the Bank Group by providing secure storage and retrieval services for records.
• Administer the conversion of IDBG records and documents from paper to electronic format in coordination with concerned departments.
• Address and resolve customer/user complaints and problems.
• Control handling and disposing of obsolete files, records, or sensitive material.
• Operate and guide staff on the use of mail equipment and ensure the availability of mailing materials.
• Ensure the adherence to quality standards, deadlines, and proper procedures, correcting errors or problems in the Centers.
• Review records and documents for completeness, accuracy, and compliance with regulations.
• Recommend improvements, changes or new policies and procedures to improve service and control costs in the Centers.
• Handle confidential information and/or high value documents/items such as Islamic Dinars/long-term/multi-lateral financing agreements.
• Check, scrutinize and follow up the IDBG invoices of the courier companies and contractors.
• Coordinate settlement of the Centers’ expenses properly and timely.
• Maintain cost records of services performed for each IDBG cost center.
• Provide on-job training and make work assignments for the reporting staff.
• Provide direction and delegate tasks to junior team members/vendors.
• Assist in performance evaluation and career development of the reporting staff.
• Coach IDBG relevant staff on couriers' systems and applications.
• Continuously assess performance and undertake steps to improve the work, under guidance of the superiors.
• Educate internal clients on the RDM services policies and guidelines and provide required support.
• Prepare and submit detailed and summary reports of the Centers’ activities to the superiors.
• Advise, answer questions, and provide information for external and internal personnel and vendors.
• Maintain and report on volume of records and documents handled, distribution frequencies, and production rates.