Assistant II – Records at Jamii Sacco

Job Summary

Reporting to the Manager, Human Resource, the job holder ensures that recordsmanagement is a discipline which utilizes an administrative system to direct and controlthe 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 theoperational needs of the SACCO and preserving an adequate historical record.

Qualifications & Requirements

• Diploma in Archive & Records Management/Information Science/ Library Science

• Minimum two (2) years’ work experience in Records Management
• Computer literacy
• Organizational abilities and time management skills
• Good interpersonal skills and high level of integrity
• Demonstrates team work and problem solving ability
• Good communication skills; both written and verbal

General Requirements :

• Planning & Organizing
• Leadership
• Commercial Awareness
• Decisiveness
• Interpersonal Sensitivity
• Adaptability

Other Requirements :

• Police clearance certificate (Certificate of Good Conduct)
• Tax compliance certificate from the Kenya Revenue Authority (KRA).
• Clearance certificate from the Ethics and Anti-Corruption Commission (EACC).
• Clearance certificate from Credit Reference Bureau (CRB)

Responsibilities

• To proactively develop and support a culture of high quality records managementpractice across the SACCO to deliver expected benefits.
• To administer records management policies designed to facilitate effective andefficient handling of business records and other information.
• To develop, implement and support systems and practices which facilitatecompliance with the requirements of the Co-operative Societies Act and the 2SACCO Societies Act 2008, SACCO’s Disaster Recovery and Business ContinuityPolicy.
• To oversee the development of infrastructure to support Sacco’s response toinformation legislation and to deliver best practice business benefits.
• To manage the SACCO's response to information policy requests
• To store, arrange, indexing and classifying records.
• To open files for new members
• To file and retrieve files on request
• To manage mail and postage
• To retrieve and archive closed files
• To keep records in a safe and secure manner under lock and key
• To update members register, share and nominees register
• To facilitate the development of filing systems, and maintaining these to meetadministrative, legal, and financial requirements.
• To devise and ensure the implementation of retention and disposal schedules
• To oversee the management of electronic and/or paper-based information
• To advise on and implement new records management policies and classificationsystems
• To advise staff in other Departments on the management of their records andinformation.
• Any other duties as may be assigned by Line Manager.

Impact of Results 

• Effective and efficient management of the SACCO’s records