Administrative Assistant at Kenya Methodist University (KeMU)

REF - KeMU/ADM/ARA/4/9/2022

Reporting to the Assistant Registrar (Administration) the person will be responsible for the establishing new records management systems. developing, maintaining, verifying and evaluating existing systems and smooth running of administrative registry.

Duties & Responsibilities

• Setting up and maintaining office filing system in accordance with the KeMU Filing System
• Opening of new subject files as required and disposal of old ones in accordance with the established retention schedule.
• Maintenance of archives, making sure files are properly stored and accessible, and safe keeping of documents.
• Provision of photocopies of material from the confidential registry files, as requested by staff. Assistance in the collection of reference and background material from registry files.
• Establishment and maintenance of records system of file movements within the office; maintenance of the office circulation and reading files.
• Preparation of correspondence and reports related to registry activities.
• Participation in the creation and maintenance of an electronic registry/archive system in close cooperation with the ICT staff.
• Receipt, registration, coding and forwarding of incoming mails, letters and other correspondence to proper department/unit/officer.
• Registration and dispatch of outgoing communications, including pouch, and follow-up distribution.
• Any other related duties assigned from time to time by your supervisor

Requirements

• A Diploma in Information Science/ Records and Archives Management or equivalent from a recognized university with not less than 1 years’ work experience in a similar administrative position.
• Evidence of proficiency in the use of information management systems.
• Ability to review data, identify and adjust discrepancies
• Adequate knowledge in data mining and Analysis
• Proficiency in ICT skills
• Good communication and interpersonal skills
• Attention to details, high level of integrity and confidentiality