Registry Assistant

JOB DESCRIPTION

Reporting to the Registry officer, the job holder will ensure that records management is a discipline which utilizes an administrative system to direct and control the creation, version control, distribution, filing, retention, storage and disposal of records, in a way that is administratively and legally sound, whilst at the same time serving the operational needs of the SACCO and preserving an adequate historical record.

DUTIES

Ensure implementation of the records management guidelines, procedures, standards and policies

Reorganizing files and documents in view of maintaining the most efficient and effective document retrieval and accessibility.

Preparing and maintaining records inventories both manual and electronic and keeping the inventory register up to date.

Maintaining and creating clear, secure, accurate and reliable records

Managing files and their movements

Ensuring orderliness and security of the registry.

Collaborating with branches in ensuring preservation of long term temporary and permanent electronic records including migration as necessary.

Ensuring that all obsolete records are disposed or transferred in accordance with applicable disposition policies and procedures.

Perform general Registry duties such as sorting, preparing members circulars and notices for dispatch, attending to registry related enquiries.

Ensure compliance with relevant legislation and regulations on confidentiality of Data.

Any other duty that may be assigned by the Registry Officer, Head of HR, C.E.O. or any authorized officer.

PREFERRED QUALIFICATIONS & SPECIFICATIONS

Diploma/Higher diploma in Records Management or Business Information Management. A degree in a related field will be an added advantage.

Demonstrable working Knowledge of Document Management System or Electronic Document Management System.

Possess working knowledge of computerized office.

KCSE (C Plain) with C (plain) in English

Minimum of Three (3)years’ experience in record management in a reputable firm or financial institution shall suffice.

PERSON SPECIFICATIONS

Be of exemplary integrity and honesty

Age above 24 years of age.

Must be a team player

Proficient and forward thinking

Analytical with a hands-on approach to monotonous task.

Self-driven and results oriented.

Demonstrate integrity and professional competence

Excellent organization skills

Good communication and interpersonal skills.