Manager – Archives & Records Management at Barclays Bank Zambia

Barclays is an international financial services provider engaged in personal banking, credit cards, corporate and investment banking and wealth management with an extensive presence in Europe, the Americas, Africa and Asia. Barclays’ purpose is to help people achieve their ambitions – in the right way.

With over 300 years of history and expertise in banking, Barclays operates in over 50 countries and employs approximately 140,000 people. Barclays moves, lends, invests and protects money for customers and clients worldwide.

We provide large corporate, government and institutional clients with a full spectrum of solutions to their strategic advisory, financing and risk management needs. Our clients also benefit from access to the breadth of expertise across Barclays.  We’re one of the largest financial services providers in the world, and are also engaged in retail banking, credit cards, corporate banking, and wealth and investment management.

At Barclays, we recruit based on merit and are committed to promoting diversity throughout our organisation.

Barclays Bank Zambia plc has over 950 employees servicing 220 thousand customers with  240 thousand accounts across 52 branches and 133 ATM’s.

For further information about Barclays, please visit our website

Job PurposeTo deliver performance excellence through working as part of a team this undertakes a wide range of processing and servicing activities of query handling and record management. 
Effective Records Management is a critical to enable the business demonstrate compliance to various regulatory and legal requirements. With the heightened focus on Financial Crime by regulators, the ability to store and retrieve KYC and transactional records has become even more critical. The role of the Records Manager is critical in ensuring that the business manages the stock of historical and future records in an appropriate manner in accordance with Barclays Policies and Local/International Regulatory and Legal requirements.
Main accountabilities and approximate time split
Records Management (RM)
 Ensure implementation of Records Management Framework in-country under guidance of Country Accountable Executive.
 Cascade framework, procedures & related guidance (including changes thereto), to the relevant business / stakeholders.
 Ensure that local Records Management Procedures (if any) are reviewed at least annually.
 Monitor ongoing compliance with framework & procedures, including remediation plans.
 Escalate exceptions or non-compliance to Records Management framework / procedures to relevant stakeholders including Country Accountable Executive.
 Coordinate and communicate Records Management requirements to functional RM Champions to enable them to ensure that staffs are aware of and comply with Records Management requirements.
 Develop training plans & materials for ongoing training.
 Train RM Champions and ensure awareness to all staff is cascaded periodically.
 Review and seek amendments (if any) to the Data Capture Sheet from the RM Champions and updating the Record Retention schedule at the defined frequency.
 Liaison with Legal and Compliance for approval on Record retention Schedule
 Ensure relevant risks are documented in RCA and IBAM in co ordination with Operational Risk and RCR. Also ensure RCA testing is conducted at defined frequency and remediation plans are developed and closed.
 Review Snap checks conducted by RM champions
 Provide guidance to RM Champions on type of Storage, movement of Records etc
 Maintain consolidated record of all communication on Disposal Hold
 Ensure training and compliance with Clear desk framework
 Produce appropriate Management Information (MI) for Records Management providing status of compliance with Framework / Group Standard, Dispensation, Incidents, Issues, Closure of Issue status etc. The MI should be published on regular basis to the senior management.

Data Privacy  Manage Data Privacy RCA and any related issues

Statement Printing
Ensure paper statements are printed and dispatched and e-statements are sent to striata daily. Put controls in place to ensure everyone collecting paper statements signs in the register as proof that they’ve collected the statements. Closely monitor stationery levels and place orders before stocks completely run out. 

Administration: Management information/People managementSee to it that MI for records received, filed and retrieved is sent to Performance team in the last week of the month. Also send MI for statements and reports printed and despatched. Effectively manage and motivate archives and statement room colleagues in order get the best out of their abilities.

Active Operations Management (AOM) 
Required to perform any other work assigned in line with AOM, plus any other duties that may be provided by superiors from time to time.

Team activities
Work closely with team members as one team to deliver excellent performance and actively participate in team events and morning hurdles.

Risk & Control

Ensure that all activities and duties are carried out in full compliance with regulatory requirements, Enterprise Wide Risk Management Framework and internal Barclays Policies and Policy Standards.
Understand and manage risks and risk events (incidents) relevant to the role.

Essential/Basic Qualifications

Technical skills / Competencies
• Risk Management
• A high standard of oral and written communication is essential and an ability to confidently interact and influence at all levels of the organisation
• Must be able to communicate clearly, concisely to all levels
• Negotiation  Skills are required
• Motivational techniques involving communication of matters and Staff Motivation
• Highly numerate and analytical, ability to interpret statistical data to formulate proposals
• Must be able to “think on one’s feet” to resolve difficult situations and communicate effectively on such situations
• Report Writing
• Advanced user of Microsoft Office packages (Excel, Word, Powerpoint)
• Intermediate user of SAS data analysis software
• Analytical thinking – ability to translate high level business goals into practical processes
• Intermediate knowledge of financial and economic principles especially present value analysis, break even analysis and bad debt provisioning
• Evidence of strong people management skills
Knowledge, Expertise and Experience
• Knowledge of the Bank’s products, services and policies and/or other specialist knowledge required to undertake the role:
Detailed knowledge of Personal, Small Business and Premier risk products, policies, procedures and services
• Good understanding of business objectives for Small Business, Premier and Personal Sector Mass Market businesses.
• Good working knowledge of other products and services offered by Barclays Africa.
• Good understanding of DRU procedures.
• Awareness of products and services offered by competitor banks.
• A comprehensive knowledge of the systems used by the Collections department
•  An in depth knowledge of the Banks functions that are affected by the work of the department
• A detailed knowledge of performance measures
• A detailed knowledge of the budgetary process
• An in depth knowledge of government regulations relating to lending e.g. FSA- Will require a detailed understanding of many of the following statutes and laws where applicable:
 -  Data Protection Act
- Visa International Regulations
- Consumer Credit Act legislation in operating countries
• Legal processes and systems in operating countries
• Personnel and Training requirements policy
• Barclays policy with particular understanding of the impact on own department
• Overall plans, policies as they affect overall business
• At least 2-3 years experience in a senior Credit Monitoring and Collections role- Typical previous career could include:
- Small Business Manager
- Corporate Credit Manager
- Personal Lending Manager
- Regional Personal Lending Manager’s Assistant
• A proven successful track record of management experience at various levels, with proven examples of the successful Management of resources such as budgets, people and premises.
• At least 4 years business experience with 2-3 years experience of people management is necessary.
• Risk Management in the Branch network specifically within Small Business and Personal areas.
• Communication with particular emphasis on imparting difficult/unpopular decisions.
• A good working knowledge of the IT and telephony systems used by the department is also essential.
• Experience of other areas within Barclays in order to obtain a full picture is desirable.
• The gaining of professional qualifications will be secondary to the gaining of extensive knowledge within this role.
Preferred Qualifications 
Knowledge, Expertise and Experience

Education and Experience Required

• Bachelors of Arts in Library & Informtion Systems or degree in Engineering/Science/Technolgy or any business degree
• A degree in any of the following fileds: Archive studies, Information science, Records management, information management, library studies.
• Specialist knowledge and/or a postgraduate qualification may be needed
• (3-5) years’ experience and exposure to the Banking/ ICT Industry
• Strong customer liaison and relationship management skills
• Excellent communication and presentation skills
• Financial management – budget preparation and managing to budget;
• Experience of financial services preferred;
• Familiarity with computer operating systems, the internet and database technology (design, software and structure) are essential

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