Records Officer at Old Mutual Kenya

Job Description

The job holder will be responsible for management of organization records from various departments and branches in the centralized Records Center. Ensure Availability, Organization, Safety and Disposal of records.

KEY TASKS AND RESPONSIBILITIES

• • Maintain suitable Records Management System.
• Ensure management of Records within the guidelines of Records and Archives.
• Management Policies and Procedures.
• Uphold Records and Business confidentiality by ensuring controlled access and responsible sharing of records.
• Regularly follow up, verify and facilitate transfer of records created at the branch and departments to the Records Center.
• Carry out classification, indexing and cataloguing of records.
• Regularly review and appraise records to ensure transfer and storage from one storage level to another.
• Regularly separate permanent and vital records from non-permanent records and ensure adequate storage of permanent records..
• Facilitate scanning and meta-data capture of electronic-records.
• Ensure management of Archival records in line with DIRKS principle.
• Develop and maintain appropriate document tracking and finding aid.
• Co-ordinate and carry out retrievals, circulation, scanning and re-file of requested documents.
• Ensure order and organization of records stored at the Records Center.
• Facilitate the destruction of non-permanent records in line with records Retention and Disposal policy guidelines.
• Ensure compliance with all applicable laws, statutory and regulatory requirements in relation to Records and Archives Management. • Courier Management
• Mailbag and letters management
• Carry out any other duty that may be assigned by the records supervisor from time to time

SKILLS AND COMPETENCIES

• Communication skills
• Professional ethics
• Teamwork
• Trust
• Technical
• Work under minimal supervision

KNOWLEDGE & EXPERIENCE

• Two years’ experience in a busy Records Centre/registry

QUALIFICATIONS & MINIMUM REQUIREMENTS

• Diploma in related field preferably in Information Science or Records and Archives Management.
• 2 years’ experience in Records and Archives Management, Information Management or Data Management preferably in a financial institution.
• Knowledge of Records/Information Management in Financial services sector
• High degree of integrity and professionalism. • Proficient computer skills. • Good performance track record
• Ability to work independently, meet deadlines and obtain results.
• Good interpersonal and communication skills.
• Good working relations with colleagues
• High degree of confidentiality
• Analytical mind and keen to detail.
• Honest and good customer service skills
• Creative and Innovative
• Good team player
• Fast in decision making
• Highly organized, proactive and assertive