Senior Manager - Information and Records Management

Abu Dhabi Commercial Bank (ADCB)

Abu Dhabi, UAE

Ref: LP452-393

Job description / Role

Employment: Full Time

This role is responsible for the management and systematic control of all business-related information (both electronic data and physical documents) that are received and generated by ADCB, throughout their life cycle, which includes:
- Storing, arranging, indexing and classifying records
- Ensuring that records are easily accessible when needed
- Destroying or archiving finished data/records
- Liaise with various department in ensuring compliance with applicable fiscal, regulatory, legal or administrative requirements
- Creating a best practice operating model that is aligned to the organisation requirements and to minimise cost in its ongoing design and implementation.

TASKS AND RESPONSIBILITIES:

Governance:
- Create and implement new records management policies and classification standards
- Provide a policy framework to guide staff in the management of their records and use of the Banks records system
- Establishes data governance standard and acts as a data steward to manage data, developing business rules pertaining to data/records management
- Advise staff in other departments on the management of their records and information
- Advises on emerging trends in enterprise data and content management, data integration & warehousing technologies and strategies, e.g., Big Data
- Ensures 3rd party providers are governed to policy standards

Management of records and information:
- Achieve a structured, efficient and user friendly system, resulting in effective and economical records management that ensures the information needed is retrievable, authentic, and accurate.
- Implements a risk-based records management framework that provides systematic control of all business-related documents throughout their life cycle
- Oversee the management of electronic and/or paper-based information;
- Design, set up, maintain, review and document records management systems; ensuring that records are easily accessible when needed
- Classification system and index systems for use by the business
- Standardise information sources throughout ADCB enabling appropriate access to information;
- Ensures document management and retrieval processes support TAT improvement

Regulatory compliance:
- Reviews the document management operating model to reflect changes to regulation and legislation to drive compliance
- Advising on complex legal and regulatory issues
- Works closely and proactively with legal counsel and compliance department to ensure that records/information assets are managed to ensure government accountability, protect the interests of the public, and mitigate records-related litigation risks

Budget:
- Drive cost efficiencies through the chosen operating model
- Provide transparency on the cost of ownership and retrieval of key document families
- Manage and monitor budgets and resources
- Balances the CAPEX cost and OPEX cost of implementation of the chosen operating model

Information Disposal:
- Devising and ensuring the implementation of retention and disposal schedules aligned to both regulation and a risk based approach
- Destroying or archiving data/records that has reached their end of life

Security:
- Must ensure that appropriate data protection, information rights management controls, and privacy controls and physical controls are implemented for securing physical records and electronic data.
- Assesses the performance of 3rd parties in this regard
- Assesses and manage the implications of data sharing agreements with Partners/3rd parties, including supplier due diligence and audit.

Miscellaneous:
- Participates in the configuration of Data Management technologies, ranging from extraction of structured and unstructured data from both internal and external sources, to provide to the Data Science team for analysis
- Develop, deliver and support communications, training materials and change management to raise awareness, consistency and promote compliance with the Information Record Management program.

Requirements

- University degree as a minimum
- The incumbent should preferably have 5-7 years of experience in a Banking industry or similar environment, e.g. a demanding service industry where employees are required to work under pressure.
- An in-depth knowledge in data management, document imaging
- Five years or greater of experience in regulated, legal, and/or IT environment and basic understanding of regulatory requirements
- Excellent level of knowledge and experience in information and records management
- Proven interpersonal, organizational, presentation and assertiveness skills
- Excellent team working skills
- Excellent problem-solving and analytical thinking ability
- Effectiveness with building relationships, striving to improve cross-functional working and eliminating non-value adding activities
- Willingness to learn and try new ideas
- Ability to work on numerous projects under pressure. Flexibility and willingness to work on a broad variety of matters.
- Strong communication skills with the ability to influence others to achieve objectives
- Ability to convince and manage negotiations across a complex group
- Ability to interpret detailed technical information into business language
- Ability to think conceptually and translate concepts into real world business scenarios, solutions and recommendations
- Experience of driving change and leading innovative solutions
- Analytical thinking and facilitation skills.
- Ability to manage costs and budget
- Ability to collaborate across the team and influence others to achieve objectives without direct reporting lines
- Strong written and verbal communication skills in English
- Contract management skills
- Negotiation skills

About the Company

ADCB is a full-service commercial bank offering a wide range of products and services such as retail banking, wealth management, private banking, corporate banking, commercial banking, cash management, investment banking, corporate finance, foreign exchange, interest rate and currency derivatives, Islamic products, project finance, and property management services.

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