Records Assistant at Retirement Benefits Authority

RBA/4/3/3/2020/05

Job Summary

Job Requirements

• Diploma in any of the following; Records Management & Information studies, Library and Information studies or Archives and Records management
• Minimum KCSE grade C- or equivalent
• Certificate in computer proficiency from a recognized institution
• At least one (1) year relevant work experience
• Shown merit and ability as reflected in work performance and results
• Fulfil the requirements of Chapter 6 of the Constitution

Responsibilities

KRA 1: Records and Registry Management

• Maintain a registry system to ensure accurate filing and retrieval process of documents and records.
• Manage incoming documents to ensure proper classification and appropriate filing
• Register both incoming and outgoing files in the movement register to ensure all files removed from registry are properly recorded in the master registry file
• Undertake periodic inspections of materials or files in order to ensure correct placement, legibility, and proper condition.
• Training of users on the filing and record management system including document folio procedures
• Assist in development and review of a records management procedure manual
• Appraisal of all non-current/closed records
• Identification, listing, labelling and transfer of records for permanent preservation at KNADS
• Obtain authority for destruction of valueless records from the Director of KNADS

KRA 2: Scanning and Indexing

• Sort out mail and scanning the same to ensure electronic record in the workflow system
• Manage the scanned mail to ensure security and timely attention and action on same
• Develop accurate and consistent indexing of documents to ensure a reliable database and distribution of electronic data and information to users
• Regularly update database with latest data or information from schemes returns