Intern – Records Management at Council of Governors

Scope of Assignment

The specific duties and responsibilities will include:

• Receive mails/letters from within and outside of the Council of Governors
• Sort, cross reference, file correspondences and responses according to COG indexing plan and forward the same to the CEO for direction in file.
• Dispatch all mail and maintain tracing register while ensuring adherence to the required security protocols and confidentiality
• Maintain a structured file classification for all records for ease in retrieval and accessibility
• Assist in the indexing of records or information for easy and quick identification and retrieval.
• Monitor the Records Tracking System to ensure that each record can always be located when required and ensure that location of all files is known to avoid cases of missing files.
• Create a new file for a completely new information/subject and allocate a reference number for ease in retrieval
• Ensure proper storage and maintenance of records and files to promote longevity and ensure prompt repair or replacement of worn out files
• Monitor access to the Records Management area to safeguard the records integrity from unauthorized access.
• Trace files that have already been actioned on a weekly basis and file them back to the records office for easier retrieval in the future.
•  Assist in scanning of documents at the CEO’s office, renaming and sending to the secretaries for action by the CEO.
• Assist in circulating files after action by the CEO and filing back to the Records office after action.
• Any other duties assigned.

Reporting and Supervision

The Assignment will be task managed by the Council of Governors Administration Department, supervised by and reporting to the Records Assistant and the Director Corporate
Duration of the assignment
The internship duration is for a period of six (6) months.

Required Training and Qualifications

• Bachelor of Science in Information Sciences/ Records and Archives Management from a recognized university;
• Certificate in Computer applications.
• Digital/Electronic record keeping/management an added advantage
• Outstanding Interpersonal, analytical and communication skills;
• Ability to follow deadlines, accuracy and attention to detail;
• A high level of computer literacy and proficient in written and spoken English and Kiswahili; and
• Ability to work independently and as part of a team.