Records Management Officer at Insurance Regulatory Authority (IRA)

REQUIRED QUALIFICATIONS

Education and knowledge

• Bachelor’s Degree in a relevant field;
• Diploma in Archives and Records Management; and
• Knowledge of ICT

Experience

• Five (5) years records management experience gained from reputable organizations;
• Good experience in archiving and database management.

Skills

• Good communication and reporting skills;
• Good organization and interpersonal skills;
• Good teamwork skills; and
• Good supervisory skills

Competences

• Professionalism;
• Ethical and integrity; and
• Ability to work under pressure, prioritize and multi-task

Responsibilities

Records Administration

Supervise the Authority’s Records Management Office, filing

• systems, facilities, equipment and tools
• Management of correspondences i.e. receiving, identifying, classifying, indexing, arranging, distribution and storing of records
• Facilitate appropriate access to information
• Guiding all staff in the management of their records and use of the Authority’s records management system
• Ensure the registry is cleaned and fumigated regularly to rid of dust and pests that can destroy files and records
• Ensure timely response to internal and/or external information enquiries
• Manage the delivery and distribution of mail to all stakeholders.

Records Storage Management

• Ensure proper management of archived and closed files, disposal and destruction procedures as provided by the Government Policy and procedures
• Maintain, review and document records systems
• Maintain records safety and access control measures
• Supervise the digitization of the Authority’s records
• Maintain file records using file index and file movement register
• Creating avenues for exchange of information, converting data into valuable information and ensuring its accessibility and usage.
• Develop mechanisms for leveraging on existing knowledge within the Authority
• Dissemination of knowledge and responding to queries on Knowledge Management tools and resources.
• Conduct outreach programs and oversee training for staff and clients in use of Knowledge Management tools
• Supervise the Records Assistant