Manager - Correspondence & Records Management

Job SummaryManage ERC executive correspondence, document control, records retention, and archiving activities within the CEO Office to ensure official information is accurately and timely processed, properly controlled, and securely maintained. Oversee the coordination, proofreading, editing, classification, distribution, and retention of correspondence and records in collaboration with relevant stakeholders and in accordance with approved organizational requirements.ResponsibilitiesExecutive Correspondence ManagementManage the receipt, review, routing, issuance, and tracking of executive correspondence within the CEO Office.Ensure incoming and outgoing correspondence is processed accurately and within established timelines.Review correspondence for completeness, appropriate routing, and readiness for submission or issuance.Monitor outstanding correspondence, required responses, and related actions, and escalate delays or unresolved matters.Maintain visibility of correspondence status, priorities, and dependencies to support timely management follow-up.Editorial Standards & Quality AssuranceOversee the proofreading and editing of executive correspondence and related documents before submission or issuance.Review written materials for linguistic accuracy, clarity, consistency, tone, formatting, and completeness.Ensure correspondence complies with approved templates, editorial standards, and communication requirements.Coordinate required revisions with document owners while preserving the intended meaning and accountability of the originating function.Maintain consistency of language, presentation, and quality across correspondence processed through the CEO Office.Document Control & Records ManagementManage document control and records management processes for executive correspondence and official CEO Office records.Ensure documents are accurately registered, referenced, classified, indexed, and maintained.Maintain appropriate version control, document status, and supporting records throughout the correspondence lifecycle.Monitor the accuracy and completeness of document registers and address identified control deficiencies.Maintain appropriate access controls for confidential and sensitive documents.Records Retention & ArchivingOversee the retention and archiving of physical and electronic records in line with approved organizational requirements.Ensure finalized records are transferred, preserved, retained, and disposed of in accordance with authorized procedures.Maintain systematic archives that support timely and accurate retrieval of historical records.Monitor the completeness, condition, and organization of archived records and initiate corrective actions where required.Coordinate authorized archive searches and retrieval requests while safeguarding confidential and sensitive information.Stakeholder Collaboration & AlignmentCoordinate with relevant stakeholders to obtain input, clarify requirements, follow up on pending actions, and facilitate the completion of executive correspondence.Develop workplans and allocate activities across the Correspondence & Records Management team in line with CEO Office priorities.Monitor workloads, processing timelines, service quality, operational risks, and dependencies across correspondence and records management activities.Resolve operational issues and recommend process improvements to strengthen accuracy, timeliness, control, and information organization.Prepare periodic updates on correspondence status, records management activities, performance issues, and matters requiring management attention.Educational QualificationsBachelor’s degree in business administration, Public Administration, Management Information Systems, or a related field.Master’s degree (MBA or equivalent) in a relevant field is preferred.ExperienceA minimum of 6 years of relevant experience for a bachelor’s degree, including supervisory or managerial experience.Nature of ExperienceExperience in executive correspondence, document control, records management, retention, and archiving.Experience in proofreading and editing formal business or executive correspondence.Experience managing correspondence workflows, tracking mechanisms, document registers, and records repositories.Experience coordinating with senior stakeholders and multiple organizational functions.Experience supervising teams, allocating work, and monitoring operational performance.Job Specific SkillsStrong executive correspondence, proofreading, and business-editing capability.Strong knowledge of document control, records management, retention, and archiving practices.Proven ability to manage correspondence workflows, priorities, follow-ups, and deadlines.Strong attention to detail and accuracy in document and records management.Ability to handle confidential and sensitive information with discretion and professional judgment.Strong stakeholder coordination, communication, and issue-resolution skills.Strong team management, work planning, performance monitoring, and reporting capability.