Records Management Officer at United Winners Sacco

The Records Officer is responsible for ensuring proper management, safekeeping, and organization of records and documentation within the SACCO.

Job Description for the Position of Records Officer

• Maintain and update accurate records of member accounts, including deposits, withdrawals, loans, savings, and other financial transactions.
• Ensure all records related tmember transactions are filed accurately and promptly, both electronically and in physical format where applicable.
• Manage and organize loan application forms, agreements, disbursements, repayments, and other related documents.
• Ensure that loan records are up-to-date, secure, and easily retrievable for auditing and member inquiries.
• Organize both physical and electronic records in a standardized filing system that ensures easy access and security.
• Regularly review and update records tensure proper filing and archiving, removing outdated or irrelevant documents per the SACCO’s record retention policy.
• Implement and manage a system for archiving records in accordance with legal requirements and the SACCO’s document retention policy.
• Ensure that records are securely archived and disposed of following retention guidelines and in compliance with data protection laws.
• Ensure efficient retrieval of records for staff, members, auditors, and regulatory authorities when requested.
• Track records and monitor the return of borrowed documents or files within a specified period.
• Ensure SACCO’s records management system complies with all relevant laws, such as the SACCAct, data protection laws, and financial regulations.
• Stay informed about updates in laws and regulations that impact record-keeping and implement necessary changes tensure continued compliance.
• Maintain the confidentiality of sensitive member information, including financial records, loan details, and personal data.
• Implement security protocols tprotect both physical and electronic records from unauthorized access, loss, or theft.
• Provide accurate and complete records for internal and external audits as requested.
• Coordinate with auditors tensure timely access trequired records and assist with any audits related tfinancial statements, member transactions, or compliance.
• Implement document security measures, including restricted access, safe storage, and encryption for electronic records tprotect sensitive information.
• Regularly review and update security procedures for both physical and digital records.
• Use specialized records management software (e.g., an electronic document management system) torganize, track, and maintain records.
• Oversee the electronic filing of records and ensure that all digital records are properly backed up and stored in a secure manner.
• Lead initiatives tdigitize paper records, ensuring that digital files meet compliance, security, and access requirements.
• Convert physical documents tdigital formats and ensure they are organized and easily searchable within the system.
• Ensure that all records, especially digital files, are regularly backed up in accordance with the SACCO’s data protection policy.
• Implement a disaster recovery plan for records tensure business continuity in case of system failure, data loss, or other emergencies.

Qualifications:

• A diploma or degree in Records Management, Library and Information Science, Business Administration, or related field.
• 2+ years of experience in records management or administrative roles, preferably within a SACCO, financial institution, or other regulated industry.
• Experience with digital records management and document management systems (e.g., DMS software).
• Familiarity with compliance requirements related trecord-keeping in financial institutions.